Backing up data is something that is spoken about so often it almost becomes a non-subject. We’re constantly being prompted to backup our information, but many of us still simply click cancel and forget about it. In fact, over half of the businesses surveyed in a recent report said that they do not backup their data any more than twice each month.
By leaving your backing up for this long you are running the risk of losing vital information in the event of a fire, flood, or some other disaster that is beyond your control. Equipment failure, employee error, and theft are other ways that your company can be left without access to the information it needs in order to operate smoothly.
This all seems unlikely to happen to you…until it does! That’s why it is vital to make backups of all of your data regularly. Here are a few tips that will help you to secure your data, just in case the worst should happen:
1) Know your data
Knowing the different types of data that your company uses will go a long way to help you back it up efficiently and effectively. Professional multivariate data analysis solutions work best to separate things such as intellectual property that may not change for months from financial data that could change by the minute, which will allow you to put a plan in place for a more effective backup regime.
2) Evaluate the risk
Once you have addressed the type of data that you hold, you can then go on to prioritise its importance to your business and build a backup plan around the most important aspects first.
3) Don’t forget offline documentation
Many companies go to great lengths to ensure that their electronic data is safe, only to leave paper documents sitting in a filing cabinet at risk of being destroyed should a fire or flood happen on their premises.
Using document scanning services will allow you to create copies of your vital documents that can then be stored in another location or even on the cloud. This has the added benefits of being easily shareable and a less cumbersome way of storing such documents. By performing document digitisation, you’re also providing clients with better data security and are ensuring that you can react quicker to GDPR and external/internal audit requests.
4) Automate wherever possible
If you can automate your backup procedures, do so. By setting up a system where the task of backing up data is removed from your employees you are gaining a two-fold benefit. Firstly, you are removing the element of human error. Secondly, you are freeing up your staff to concentrate on doing other, more productive tasks while they are at their desks.
5) Educate and train staff
For many businesses who do not have access to automation, their backup plans are only as good as the staff that handle them. By educating and training your staff you will be ensuring that they are fully aware of the importance of their task, and this will go a long way to making sure that your employees do not click cancel when they are prompted to create a backup file.
Even with the best backup plan in place, accidents can still happen. Laptops can be left in a taxi, staff can incorrectly send a sensitive email to the wrong person, and many other weird and wonderful variations can (and do) occur throughout the lifespan of a business.
Therefore it is important to encrypt all of your sensitive data with the help of some data encryption software. This will ensure that if your data does happen to fall into the wrong hands, your company will be fully protected against data loss.