I had a GREAT AWAKENING this week after it was suggested to me that I pare down my data on offsite backup because it was exceeding the usage limit. I knew I must have more than necessary for offsite files because that usage limit is pretty high and decided I may need help with this. Fortunately, our fantastic computer guru friend was in town (sadly, he moved away months ago) and coming over to give us help anyway, so I asked him to help me because I wasn't sure what to remove. It turned out that the important concern was what to save.
Upon looking at what we had set up originally, he stepped back from the computer, faced me, and asked: "so, if this office that we are in right now burned to the ground, what would you need to keep your business running from your hotel room?" I want to tell you, I was STUNNED, like a deer in the headlights of an oncoming car. Just hearing those words burned to the ground, and hotel, triggered rapid heartbeat and quickened breath. I, who answers the call of helping others to set up a secure place for their data, was speechless. I had no idea if I had everything on there that I needed to run my business – nor was I sure where to look for it all in that mass of data being backed up offline in my 'secure' place.
With dry mouth and nothing better to roll off my lips I said, "I don't know".
And then the seriousness of it all evoked the reason for the backup in the first place. After a squeaky little "help me" came out of my mouth our friend suggested we discuss a plan.
First Things First
The first thing to do in a plan of this magnitude is. . .?
To realize it only seems to be a colossal project.
I first looked at my computer. What did I have open that I open every day? That's what I NEED right in front of me. Is that everything that I use to keep things running?
Then, what do I use regularly that is part of my job including those things that I have to make sure others are getting done. Where is it saving? If it's so important, why is it not on offsite backup?
What do I track that is required if someone asks me for a status report? Is that document even being backed up now anywhere?
Where does my income information go? How do I know what payments came from whom, when? How is that being backed up and where is it? Is it easily accessible immediately? Can I find that data easily?
How do I pay people? How do I track what I am supposed to pay people? Where are my checks stored? What is my backup plan for paperwork lost? I realize then, my gosh, my entire business is paperwork!
Divide and Conquer
Where does this all go and how?
What do I do with everything so I can find it quickly?
First, we set up Folders that separated out the different parts of the business. Then we put the tasks associated with each folder into that special place where it can be found easily when you're feeling panicked and have to prove to yourself that you can see your documents.
Second, we searched for documents used recently to try to attach a degree of importance to them from one to ten. Is it just an attachment to the task or is it needed to run the business? Is it a feeling of security or an absolute must to find? Pictures? Well put them on a thumb drive and drop them in the fireproof safe or safe deposit box with the paper documents you cannot afford to lose.
One by one the electronic documents were placed in their respective folders ready to go to their offsite, secure domain.
Then we discussed the server being in a place where we could rip the cords off quickly and just take the box and run. Sounds pretty dramatic but it's something you can touch and feel if it's possible and the situation exists.
Speaking of drama, just think about all of the hard work and years of sacrifice to get this business where it is today. It's like bringing up an extra child! The attachment is huge. So, it may seem like drama but it is reality. Reality that you must think about how you can keep it all safe.
So, let's go back and review.
Tips to Keep Your Business Safe
- Take a look around and identify what is critical to the business. Look at everything from tax documents to customer databases to computer files. Determine what critical elements of the business need to be protected.
- Create a plan to keep things running if something should happen to the business. In the event of an emergency, how will employees know whether or not to report to work? Is the business equipped for employees to work remotely by accessing e-mail and files online? Update the plan and walk through it with employees routinely.
- Safeguard critical business data by backing up. Have a plan in place on how to access important business data should a disaster strike. Back up critical data offsite so it is protected should your building be in jeopardy. All data should be backed up on a regular basis so that you have a copy of the data. Using thumb drives is inexpensive and easily storable in a fireproof box or safe and they have no moving parts like a disc that can stop functioning.
