The Lifeblood of Your Business - Do You Know What it Is? Are You Really Protecting It?
Even before the advent of computers, it was the most important piece of business.
Lose it and you're probably closing the doors within three years.
Neglect it and you run the risk of wandering aimlessly through your relationships with your customers, your vendors, and your employees.
Without it, you don't know where you've been, where you are, or where you're going.
Heard of HIPAA, Sarbanes-Oxley, or Graham-Leach-Bliley? All are legislative attempts to force businesses and organizations to protect their lifeblood.
It's your critical business data.
It's the record of our transactions, proof of our agreements, contact information for those with whom we interact daily to sell our products and services.
It's our business history, our guide for where to go, and a measurement of how we're doing.
We've all experienced the computer crash, the message that says our file is empty, the loss or destruction of that documentation we MUST HAVE to prove our claim.
Without it, we're completely reliant upon our memory or someone else that might have a copy.
Computers have become wonderfully reliable and consistent, but not perfect.
We have designed and purchased systems that allow us to keep multiple copies of our data in multiple locations, and sometimes even in multiple storage formats.
It has become so easy to save everything, so we're assured that we have a record of even the most trivial conversation, transaction, or plan.
Our Inboxes are full and we regularly replace our computer with one that has more power and storage to handle all of these files.
We have replaced the ever-expanding file cabinets and personnel to file our paperwork with small electronic boxes that have an amazing capacity for our information.
Even so, we carelessly keep our information in a single personal computer, while a server with redundant disks and a backup process sits in the next room waiting.
We purchase and set up an automated system to backup our data and then never give it another thought - relying completely on the promise that because we have spent considerable sums on a backup process, it will be there when we need it.
And then, it happens.
You open the same program that always works and it innocently asks, "What file?" You start your computer and you get a black screen and some nonsensical message about no operating system installed.
Everything goes to slow motion as you click on the button verifying that you want to delete that file and then try to cancel the delete.
Now, the mad scramble ensues.
You realize that it's been an eternity since you verified that you had a good backup of your data.
You begin to hope and pray that everything has been working perfectly on its own, but you have this sinking feeling that you really don't know.
Of course, you're under a deadline and this is the worst possible moment to have problems.
Ok.
Deep breath.
Look under your backup folder on the server to see if the folder is there.
Put yesterday's tape in the drive and see if your file was successfully backed up overnight.
Call the IT people and hope they have time to help right now.
Visualize the technician triumphantly walking into your office with a current copy of your data.
If all of these fail, try to estimate how much time you'll need to recreate your information, should your prayers not be answered in the affirmative.
How do we prevent this nightmare - or at least stack the odds in our favor? Recognize the value of your critical information and take the necessary steps to protect it.
Ask your technology experts about the advantages of each type of data backup and make an informed decision.
For some, it will be an online solution.
Others may require tape, disk to disk, or optical (CD/DVD) solutions.
Possibly a storage area network (SAN) or network attached storage (NAS) is the answer.
Each has its benefits and is a good fit for a particular system and budget.
None are free.
The number one objection we hear when recommending backup solutions is cost.
Because data loss is so unpredictable, and everyone knows that it certainly won't happen to them, it's not easy to make a case for investing in a backup solution.
We find customers very willing to pay for data recovery, but not as willing to pay for data protection.
When considering the solution cost, compare it with the cost of time to recreate what you now have.
Or, is it even possible to recreate some of your data? Once you have a backup process in place, use it! If there is storage available on a server that is part of regular backups, keep your files there.
Make sure that the backup system is monitored and tested regularly, to ensure that when you need it, your data will be available.
Better yet, make it a cornerstone of your Business Continuity Plan.
You know, that action plan you have in place to respond to a potential disaster? The one that spells out how you'll conduct business when you can't get to your office or communicate with your customers? The one that was customized for your business and only contains what is relevant for you to get back on your feet? Doesn't ring a bell? Are you really protecting your lifeblood or just hoping for the best?
Lose it and you're probably closing the doors within three years.
Neglect it and you run the risk of wandering aimlessly through your relationships with your customers, your vendors, and your employees.
Without it, you don't know where you've been, where you are, or where you're going.
Heard of HIPAA, Sarbanes-Oxley, or Graham-Leach-Bliley? All are legislative attempts to force businesses and organizations to protect their lifeblood.
It's your critical business data.
It's the record of our transactions, proof of our agreements, contact information for those with whom we interact daily to sell our products and services.
It's our business history, our guide for where to go, and a measurement of how we're doing.
We've all experienced the computer crash, the message that says our file is empty, the loss or destruction of that documentation we MUST HAVE to prove our claim.
Without it, we're completely reliant upon our memory or someone else that might have a copy.
Computers have become wonderfully reliable and consistent, but not perfect.
We have designed and purchased systems that allow us to keep multiple copies of our data in multiple locations, and sometimes even in multiple storage formats.
It has become so easy to save everything, so we're assured that we have a record of even the most trivial conversation, transaction, or plan.
Our Inboxes are full and we regularly replace our computer with one that has more power and storage to handle all of these files.
We have replaced the ever-expanding file cabinets and personnel to file our paperwork with small electronic boxes that have an amazing capacity for our information.
Even so, we carelessly keep our information in a single personal computer, while a server with redundant disks and a backup process sits in the next room waiting.
We purchase and set up an automated system to backup our data and then never give it another thought - relying completely on the promise that because we have spent considerable sums on a backup process, it will be there when we need it.
And then, it happens.
You open the same program that always works and it innocently asks, "What file?" You start your computer and you get a black screen and some nonsensical message about no operating system installed.
Everything goes to slow motion as you click on the button verifying that you want to delete that file and then try to cancel the delete.
Now, the mad scramble ensues.
You realize that it's been an eternity since you verified that you had a good backup of your data.
You begin to hope and pray that everything has been working perfectly on its own, but you have this sinking feeling that you really don't know.
Of course, you're under a deadline and this is the worst possible moment to have problems.
Ok.
Deep breath.
Look under your backup folder on the server to see if the folder is there.
Put yesterday's tape in the drive and see if your file was successfully backed up overnight.
Call the IT people and hope they have time to help right now.
Visualize the technician triumphantly walking into your office with a current copy of your data.
If all of these fail, try to estimate how much time you'll need to recreate your information, should your prayers not be answered in the affirmative.
How do we prevent this nightmare - or at least stack the odds in our favor? Recognize the value of your critical information and take the necessary steps to protect it.
Ask your technology experts about the advantages of each type of data backup and make an informed decision.
For some, it will be an online solution.
Others may require tape, disk to disk, or optical (CD/DVD) solutions.
Possibly a storage area network (SAN) or network attached storage (NAS) is the answer.
Each has its benefits and is a good fit for a particular system and budget.
None are free.
The number one objection we hear when recommending backup solutions is cost.
Because data loss is so unpredictable, and everyone knows that it certainly won't happen to them, it's not easy to make a case for investing in a backup solution.
We find customers very willing to pay for data recovery, but not as willing to pay for data protection.
When considering the solution cost, compare it with the cost of time to recreate what you now have.
Or, is it even possible to recreate some of your data? Once you have a backup process in place, use it! If there is storage available on a server that is part of regular backups, keep your files there.
Make sure that the backup system is monitored and tested regularly, to ensure that when you need it, your data will be available.
Better yet, make it a cornerstone of your Business Continuity Plan.
You know, that action plan you have in place to respond to a potential disaster? The one that spells out how you'll conduct business when you can't get to your office or communicate with your customers? The one that was customized for your business and only contains what is relevant for you to get back on your feet? Doesn't ring a bell? Are you really protecting your lifeblood or just hoping for the best?
