Your organization’s data and documents are directly correlated with your day to day operations and productivity. If anything was to happen to your organization, resulting in a loss of data, it would have a significant impact on your employees and clients. This could result in downtime and a loss of revenue.
In order to prevent this from happening there are 5 key practices that your organization should consider when thinking about your backup strategy.
- Have a back-up plan.
It sounds basic. Every organization needs an backup strategy in place to prevent file and data loss. The problem is businesses aren’t doing this until it is too late. A recent study found that 58% of small businesses are not prepared for a data loss incident. At the same time, in the event of an incident, 60% of businesses were never able to recover lost files.
There are multiple ways that an organization can lose the data and files that it needs for its day to day operations. From cyber attacks to natural disasters to human error, when data is lost it causes downtime and affects productivity.
It doesn’t matter how many employees you have or what industry you operate in, every organization should have an integrated backup strategy in place. Be proactive and protect your organization’s data.
2. Make it automated.
When thinking about an integrated backup strategy you have to consider how data and files are going to get to its backup destination. In the past, employees would manually save their important files to a server or network drive. It is best practice to save all files to your backup destination every 15 minutes. Imagine having each employee in your organization stop their work 32 times a day to save their files. This would have a high impact on productivity.
Leading backup solutions will now backup your files automatically and silently every 15 minutes. This protects you from human error and gives everyone reassurance that their files and data are being backed-up on a regular basis throughout the day.
3. Back-up data from endpoints.
Employees typically spend most of their time doing work on their desktop or laptops. It is only once their files are done or ready to share that they will move them into a central file destination. It was found that 60% of business files are stored solely on employee’s desktops and laptops. If your backup plan does not backup data starting at employee laptops and desktops you run the risk of losing all your “work in progress” files. These often have brainstorming ideas and are the start of valuable files.
There are 58% of small businesses that don’t back up endpoints. This is a large vulnerability that can be avoided with any modern integrated backup strategy. The approach of backing up files directly from all endpoints allows all data and files, no matter what stage of completion, to be secure.
4. Cloud Sharing Apps are not a back-up plan.
Two trends that are continuing to grow in the workplace are the use of cloud technology as well as the use of cloud sharing apps. Something that is important to understand is that cloud sharing apps such as Dropbox, Microsoft OneDrive and Google Drive are not automatic cloud backup apps. These apps allow for teams to easily collaborate and share files but again, they are not backup apps.
When using these sharing apps, one person’s action can affect everyone else. If a file is edited or deleted by accident this becomes a problem for others. Sharing apps rely on manual employee actions. Every employee chooses which files they want to selectively add, edit or delete. As previously mentioned, employees often only add files to the cloud share once they are ready to be looked at or edited, therefore there is no backup solution in place when they are working on the document on their desktop or laptop.
Cloud sharing apps are an effective way to share and collaborate on files but to go along with these apps it is important to ensure that you have a backup solution integrated as well.
5. Keep your Backup Solution offsite.
Offsite backup solutions is a method of data backup that allows your files to be stored in a remote data centre. There are many benefits to having your data stored offsite. One benefit includes keeping your data safe from cyberattacks. Unfortunately, cyberattacks are on the rise and attackers are targeting organizations of all sizes. It is important to keep your data protected and secure offsite in a Canadian based data centre.
Another benefit is if the primary site is damaged then your data remains safe and secure. Although not common, natural disasters do happen. If your workplace falls victim of a fire, flood or robbery then your data is in jeopardy. Files that are stored in just one physical location are vulnerable therefore keeping your backup solution offsite provides peace of mind and security to your organization.
If you have questions or would like more information on integrated back-up solutions connect with one of our team members below.