Backing up your business data31 March 2005
Let's face it - computers are not perfect! Every once in a while, you might find yourself in the middle of an IT disaster and discover that you've lost those critical business files and can't recover them. So how do you avoid total business loss? The answer is simple. Backup.
We often overlook the importance of backing up (copying and duplicating files), but the reality is - we are as susceptible to fire, disk drive failures, hacker attacks, leas, and other hazards as the next person. So suddenly, making sure you have copies of all your business files is not just a business need but pure common sense.
The key to choosing a backup and storage solution lies around asking yourself some key questions:
- What do I have in place? The first thing to do before embarking on a backup plan is to check what you already have in store. Are files being saved on floppy disks? If so where are these being stored and under what conditions?
- What do I need to back up? Examples of what you might need to consider backing up include operating systems, software files, databases, your documents and spreadsheets. Identify what's crucial to your business and then look at backing it up.
- How much data do I have to back up? The quantity of data you need to back up is crucial to your choice of storage device. For example, if you only have a few files to keep copies of, then you don't need extensive hardware but can look at storing your data on a CD-ROM or even on the Internet.
- How frequently is this data updated? Whatever solution you opt for, make sure it allows for growth. As your business expands there will be new data and software to copy over. So if customers are added to your database every single day then you will need to back up as regularly as it's being updated.
- Which option should I go for? Price, convenience and your needs will determine which backup solution is best for you. Floppy disks, for example, aren't the best solution for storing data in the long term, as they are not as reliable as hard disks. Other options include Zip disks, recordable CDs, DVDs, and tape cartridges. A lot of businesses also opt for an Internet-based file storage service or a second hard drive that mirrors your main drive.
- On-site or off-site? Another consideration in your backup plan is where your backup solution will sit. If you're considering an Internet based solution then you don't need to worry but if you've opted for something like CD drives then it is more secure if stored off-site.
