At the heart of every successful organization is a compilation of important documentation, data and records. Finances, personnel files, budgeting data, accounting… it’s a long list. Here are seven top ways that you can protect this information from being lost or destroyed.
1. Know where your data is, so that it can be protected. It is important to keep your information in a central location, ensuring that all of your critical files and information can be easily located.
2. Establish a routine for compiling this data and updating it. Many businesses delegate the maintenance of important data to different departments. It’s crucial that each piece of the puzzle is working together to ensure that your data files are kept up to date.
3. Keeping your data backed up is one of the only ways you will be able to ensure that your files are safeguarded. This can be a complex process. First, make sure that your backups are automated. This creates a routine and eliminates user error as the process is initiated by a computer instead of a person. Once the backup process is established make sure that it is complete. Go back to yesterday’s files and make sure that everything is up to date.
4. Backing up your data is only one step to ensure that data is protected. In addition to backing up your files, you should keep copies of that data in several locations. What good will it do if the system containing your backup files crashes or incurs damage? Create an automated process that duplicates your backup files in a second and third location.
5. One of the worst times to find out that your backup system is flawed, broken or incomplete is during an IT crash or crisis. It can be hard to prioritize IT, but keep in mind how important your data is to the success of your business. Take time out to do a practice run in restoring your data to ensure that you are prepared for untimely disasters.
6. Keeping your IT hardware and software updated also plays an important role, as this will guarantee the integrity of your IT system. Many companies are turning to cloud computing instead of keeping their IT systems in house, which delegates this responsibility elsewhere. In addition to making sure your IT infrastructure is up to date you will also want to make sure you have a firewall in place to place an extra layer of protection between the internet and your data.
7. Review your process and update it regularly.
Losing vital company data can be crippling, so be sure to implement these steps. Ensuring that your data can be easily restored means that should disaster strike you will be on your way to recovery instead of worrying about survival.