Small Business Checklist for Successful Data-Systems Back-Up

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3.   How long would it take you to recover from a complete loss of your critical systems?
Not all backup solutions are created equal.  A key component that many fail to address when designing their backup systems is how long it would take to recover!  Depending on the solution in place, it could take anywhere from minutes to days to recover your systems.  A good way to address this component is as follows:

• Start with a requirements document summarizing the data and applications that your business cannot afford to lose.
• Identify potential ways that you might lose access to the data and applications, meaning, would you have interrupted access if:
  • You lost power?
  • Your server crashed?
  • The firm was infected with a virus?
  • The Internet was down for an extended period of time?
  • The information was deleted or corrupt?

There are many disaster scenarios, and you must decide which risks you are trying to mitigate.

• Review each disaster scenario, and identify how long it would take you and your firm to recover for the aforementioned disaster scenarios.
• Finally, have a meeting to understand if the risk/recovery is acceptable to your firm.

4.   Are you backing up all of your data?
Data lives in many locations on a business network.  These can be on a file server, local computer, hosted email in the cloud, or in the database for your critical line of business on the main server.  Have a conversation with the staff to find out what is truly critical, and work with your IT vendor, hosting or software companies to find out:

• Are all areas where data is stored addressed with backup?
• If it’s in the cloud, does the hosting company provide backup? 
• If it’s a database application, are you performing the correct procedures to secure a proper backup?
• Do you need to move the location where users are saving data to a server or resource where this information can be captured?

Backup technology has greatly evolved within the last few years, and there are many options available that are cost effective, and easy to manage.  I recommend conducting a backup audit using the checklist defined above.  These points can help you identify exposure to your current backup solution, and save you and your business from potentially devastating data, client, and financial loss. 

And if nothing else, it will give you peace of mind to enjoy a productive week!

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