Routinely Back Up Your Data, and Verify You Can Restore From the Backup.


Why bother doing this?  Data loss is not just a remote possibility, it can and does happen, through hardware failure or a security breach, natural disasters, accidental fires, or something as simple as the accidental deletion of an essential file.  Dutifully performing backups won't help you if you cannot reliably restore data when it is needed.

There are just two kinds of data: data you haven't lost - yet; and data that you have backed up.


Ensure that backup procedures are in place and regularly tested; many companies do not find out that there is a problem with restoring the data from backup until they have tried and failed to recover a lost file.

  Encrypt all back-up data: while not required under current California law (S.B.1386), proposed legislation (S.B.852) will require notification of consumers if specific personal information is present on unencrypted backup-tapes which are lost or stolen.


Choose a backup schedule that reflects how much of your recently created files you are willing to lose and re-create from other sources.

  When mentally calculating how much data you can "afford" to lose, keep in mind that data loss can occur at the most inconvenient times, such as month-end or quarterly tax reporting dates. (I am a firm believer in Murphy's Law!)

  Choose a daily backup schedule if you cannot afford to lose more than 1 days work

  Choose a weekly backup schedule if you can afford to lose several days of work

  Backup solutions can be developed even if you cannot afford to lose the current day's data, but these will generally have a higher cost to implement than daily or weekly backup solutions.


Rotate on-site and off-site backup media sets or devices.


Make backup copies of all critical records such as accounting and employee data, as well as customer lists, production formulas, and inventory.


Keep a backup copy of your computer’s basic operating system, boot files, and critical software.


Store a copy of all vital information on-site and a second in a safe off-site location: theft or fire can result in the loss of both your computers and backup data.

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