Simple strategies to help get your backups into shape.
We know we’re supposed to eat right and exercise but putting that knowledge into practice can be a challenge. Unfortunately, the same holds true for data backups in many organizations.
Businesses without a sound data protection plan leave themselves vulnerable to the many threats that can corrupt, destroy or deny access to critical information. Natural disasters, theft, viruses, equipment failure and human error can strike at any time and without warning. When critical operational information such as sales histories, inventory figures or accounts receivables are lost, organizations can expend valuable time and resources in an attempt to recover that information.
“Most businesses today are heavily dependent on information that is crucial to daily operations, making data management no longer just an extra precaution for businesses that can afford to do it,” said Al Dripchak, technical manager of Maxell. “Proper data management through regular backups is the only safeguard against costly and sometimes inevitable business failure resulting from major data loss.”
Healthy Backup Tips
Luckily, data storage options have grown to accommodate business requirements on many levels. Maxell has developed the following advice built on its 30 years of experience in recordable media:
Take a good look: Examine your current data storage requirements and estimate future data growth. Various media are available as well as WORM (Write Once Read Many) for regulatory compliance and encryption technologies for sensitive data. When calculating how much and what type of data storage capacity you’ll need in the future, consider that company data doubles every 18 months as a general rule.
Commit to a schedule: Once you’ve done a full assessment of your system and files, and ensured your file histories have been recorded, continue with daily, weekly, monthly and yearly backups, to keep incremental data current.
Leave no stone unturned: In today’s mobile business environment, information is constantly on the go, while being subjected to variable and sometimes unfavorable conditions. Make sure your data backup plan considers laptops, mobile phones, blackberries, PDAs and home office computers.
Avoid a false sense of security: Nothing can be riskier than believing you are protected against data loss, only to find out that is not the case. Double-check your backup tapes every few months to ensure the information is recorded correctly and the tapes remain undamaged. Most importantly, keep your backup copies at an offsite location to increase the odds that one set of information will always be safe and secure from data threats.
Take extra precaution: When it comes to credit card numbers, social security data, and other personal information, you can never be too safe. While loss of information can create financial liabilities and penalties in the short-term, loss of sensitive data can also hurt brand reputation in the long-term. Encryption technologies allow only authorized personnel access to information by using the right “key” that can decode or “decrypt” the information.
Long-Term Strategy
Beyond basic archiving and backup, Maxell’s data storage experts remind business owners that government regulations such as HIPAA and Sarbanes-Oxley are now mandating the security, accessibility and retention of information. These regulations make it even more critical to evaluate current record-keeping practices and storage security infrastructure to ensure requirements are being met. Those who do not properly comply could face stiff criminal and financial penalties. Business owners should check with their legal counsel as to which regulations apply to their business and the liabilities that could be incurred.
Technological advances and increased networked communications have helped bring about an explosive growth in the digital landscape. There is simply more information than ever before. Market research and analysis firm IDC agrees, predicting company data will increase of 740 percent between 2006 and 2010.
Regular backups to ensure accurate and up-to-date data storage have never been more imperative. Organizations should establish a solid backup regimen to ensure good business health.
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