The case for data backup

Why do I have to backup ?

Because things do go wrong.

• Computers do break down. Even if you can get them repaired you will be unable to gain access to your data until they are repaired.
• Hard discs do fail. Hard discs have a long MTBF. But remember MTBF is Mean Time Between Failure. It does NOT mean Minimum time before failure.
• Software does go wrong. Software failure can result in corruption of data files.
• We change our minds. That document we finished last week we change this week, and then wish we could get back to the earlier version.
• We make mistakes. We all do it, delete a file, clear the recycle bin, and then wish we had not.

I copy my data to CD / DVD / USB drive

Copying your data to a CD, DVD or external USB drive is a cheap way of backing up your data. If you have the discipline to do it every day without fail then it is an option. But how many of us will actually do it every day?

You will need to keep that copy, or a second copy, at a separate location to protect yourself from a major incident destroying the copy as well as the PC. That major incident does not just mean a fire, it could be to protect you from a theft. USB external disc drives are an obvious target for a thief as they are small in size and easy to sell.

As well as running the backup every day, you must also move the copy to the off-site storage place every day. That storage site must be very secure as most people do not encrypt their data. A stolen USB drive could mean all your business information held on the computer has been stolen.

I keep paper copies of all important documents

Not every small business is dependent on their computer and the data held on it. However, many one-man businesses would find it difficult to survive if their data was destroyed. Keeping paper copies does help with the records you need for the tax man, assuming they were not destroyed as well, but it does not help you to continue in business. The templates for quotes, records of orders and invoices, information on products and services ... do you keep these as paper records?

I have nothing important on my PC

If you do not keep any data of value on your PC then you do not need to be concerned with data backup.

However, before you click away, do take a few moments to review what data you do have on your PC, and what it would cost you in inconvenience and time to recreate.

Not convinced? For the next week do not switch on your computer. See how much inconvenience this causes. If you can survive the week, then a backup plan may not be needed.

The cost of deleting one file

The cost of deleting one file may range from being a minor inconvenience to a significant disaster. The loss of a letter to a customer may not be a problem. But what if you lost your accounts? Details of a major order?

The cost of losing all your data

For most companies, including many smaller companies, the loss of all their data would put the existence of the business at risk. How would you know what orders you have? Stocks to buy? Customer and supplier contact details? Records for the tax man?

Even small businesses would find it difficult to recreate the lost information. And the time spent on doing this reduces the time available to do your real job, and so redces your income.

Most businesses that suffer a major data loss and do not have data backups go out of business within 18 months.

What is the solution ?

Daily automated off-site data backup offers a real solution to the issue. Read on to find out more.