Tornadoes. Hurricanes. Earthquakes. Natural disasters can happen at any time. For a small business, one catastrophe can wipe out years of hard work, taking down servers with all of your valuable files and databases.
“Fires, tornadoes, floods and hurricanes are enemies of physical documents,” document storage company Recall’s Jason Molfetas said. “Even a frozen water pipe is a potential disaster from a document security standpoint. We encourage businesses to create, practice and enforce a disaster preparedness plan in advance to maintain the integrity of critical documents and maintain compliance.”
What would your small business stand to lose if disaster struck today? A good disaster recovery plan ensures you can resume operations as soon as possible, without embarrassing and costly data loss. Here are a few essential tips to keep your small business protected.
- Backup data daily. Your server should be configured to run backups every single evening. Be sure to check your error logs for any documents that aren’t backing up. It’s better to know now than find out the hard way.
- Store backup tapes off-site. Better yet, change your document backup to a reliable Cloud-based system. Recall provides online storage with 24/7 access to any of your stored documents through its online document retrieval service, ReQuest Web.
- Test your disaster recovery plan regularly. The only way to be certain disaster recovery is working is to imagine disaster happens. Routinely test your backup systems to make sure you’d be able to recover files if you needed to.
- Go beyond servers. The ability to retrieve documents is useless if your employees’ hardware is down. A disaster may very well take out every piece of equipment in your building. Be sure to include a plan to get your employees working again as quickly as possible, including purchasing replacement computers and peripherals, as well as printers.
- Consider a relocation plan. If your current site is uninhabitable for a period of time, is there another location where you can temporarily house operations? Establish a plan to move your business to the new location, including in that plan a method to connect to your existing backup servers. If employees will be working from home, will you be able to get them onto your network securely?
- Create an emergency contact list. Do you have a list of emergency contacts? A way to get in touch with crucial personnel in the event your critical systems are down? That list should be available to all of your organization’s leaders.
- Put it in writing. This is perhaps the most important part of the process. Not only does having a written disaster recovery plan serve as an organizational commitment, in a sense, it also keeps others in your organizational structure apprised. You may find that some potential clients request a copy of your plan to ensure your business’s viability.
If you aren’t comfortable going it alone, document management solutions companies like Recall can help you set up a document storage system that can survive should disaster occur. With businesses’ increasing reliance on I.T. systems for daily operations, a document management system is not only beneficial to your own peace of mind, it is essential to your business’s long-term survival.
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