Data loss is a serious issue that no business wants to encounter. Data is precious, whether it relates to internal company information or customer details. Whenever you store your data on in-house servers you run the risk of losing it due to internal viruses or physical damage. The most secure way to store your data is outside of your business. When you rely solely on internal backups, you must meet certain compliance regulations and constantly monitor equipment. This adds even more responsibility to your IT department’s shoulders.
Every time that human interaction is involved in data backups, you inevitably run the risk of errors occurring. Such mistakes can be as simple as missing a single day’s backup or as serious as accidentally deleting vast quantities of data.
The answer to this problem is online backups. An online data backup enables you to not only store your data remotely, but also access it from anywhere. Data access and data management suddenly becomes easier with a central management system that can be used wherever you are. Since backups are stored off site, you do not run the same physical risks as you do with in-house storage.
Online backups are stored in the ‘cloud’, meaning almost instantaneous accessibility. Whenever you need to recover files, for any reason, you can access the central management software and all data is restored in full. Never again will you have to worry about server crashes or the restore process not working correctly. With many backup systems you are restricted to using the software you are given or relying on physical disks and drives in order to not only backup, but also restore your data. Cloud backups, on the other hand, are stored on multiple servers, which means there is no chance of error during the backup or recovery process.
One of the main issues many people have with online backups is security. While this might be of concern, there is no reason to worry, because there are substantial security measures in place, including data encryption, which is used by the best providers to ensure your confidential files are completely secure. Encryption is used during backups, while in storage and during any recoveries. Only those with the correct decryption key can view the data, so no matter how sensitive your material is, only those you authorise will be able to view it at any given time.
Unlike many types of backups, this process is fully automated. You choose what to backup and files are copied to an off site centre. Regardless of whether IT remembers to set up daily backups or forgets to connect a new media device to store data, cloud backups continue. Once again, the element of human error is removed completely. Automated backups ensure all data is stored securely, whether equipment fails on site or a mistake is made during manual backups.
IT is never out of the loop though. A central system allows IT to manage data protection from a secure web portal. While they can still control many aspects, you can be sure your data is regularly backed up to prevent any possible loss.
Preventing Physical Data Loss
While backups help prevent you from losing digital data, they do not help with physical data. This is where document management services come into play. Instead of letting your important data sit in boxes, you can have it scanned into your system for easy access. The best part is the fact everything is included in all subsequent backups. Should anything untoward ever happen to the physical data, you still have a backup.
It is not very cost effective to immediately scan all data into your system. However, anything of extreme important or documents that are regularly used should be scanned. Physical data is prone to being damaged or entirely destroyed by events such as fires, flood and even decay, leaving you without any records. You can store your physical files off site, but without any other way of accessing the data, you are left to spend countless hours going back and forth between locations.
Scanning takes care of everything. Add in regular online backups and you are completely covered concerning secure document management. Since a third party already meets all compliance standards, you are relieved of even that responsibility, thus saving you time and money.
While managing data, photographic material is often forgotten. Pictures are just as important as words and trying to store and organise them is difficult. The last thing most think about is managing photos digitally, along with other forms of data. Photo scanning enables you to turn important photos into easily searchable data. You can add keywords or place photos with any relevant documents. So no more worrying about whether the physical files stay attached or not.
Since photos often fade over time, you should not wait until it is too late to start adding photos to your digital data management system. Any photos that are scanned in will also be backed up. Photos are usually more sensitive to physical elements that text based documents and as they are often used to provide irrefutable proof in cases where disputes arise, a single loss could spell disaster.
Rather than risk losing your photos, scan them into your system as soon as possible. They will be easier to use and you know for certain they will always be there, even if your internal servers crash. With data being stored completely off site, there is no chance of ever losing an important photo again. Even if you delete it from your own system, a cloud-hosted backup will enable you to quickly recover it.
Online backups are essential to successfully managing data. However, unless you store it digitally, the backup does not provide much comfort. Combining photo and document scanning with backups and you have taken one of the most important steps to safeguarding and securing all-important data for your business. Very little interaction is necessary, because the service provider handles all the equipment and software. You can manage and view files remotely, but otherwise you are free to concentrate on getting on with making money for your company.