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Andrea Hamilton

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Bellevue, Washington

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How are you backing up your critical files? Business Basics

Why & how should you backup computer files? If something happens how long will it take to enter the data, and could you even recreate the data?
Written Nov 18, 2009, read 359 times since then.


So why should businesses have backup, how they should do it, and what they should backup? For about $1.60 a day (or less) you can backup your files. It can happen automatically, every day, and your files are stored at a safe, offsite location

File recovery is never guaranteed, it can be expensive, and you’ll have downtime while you wait to see which files can be recovered.

- Backup the files that you use daily for your business: accounting, customers, forms, employee records, images, marketing materials, etc. It’s different for every business.

- Backup the files that would cost you money (and time) to recreate:  how long would it take you to re-enter all of your customer data if that was lost? What about accounting data for the year, how much time would it take to re-build the data? Would you do it or call your bookkeeper?

- Backup email records if you are required to save those for your business.

If you want to protect the valuable computer files of your business, your best options – in fact, the only guaranteed options you have – are HIPAA compliant automatic files backup and secure offsite data files storage.

For ordinary home files, you might have contented yourself in the past with a manual files backup system. A lot of people actually still do this for saving pictures, music, or family history records.

- CD backup
- Flash drives
- External hard drive
- Tape backup

They save copies of their files with one of these methods and stash it away. This is in turn kept in a drawer, on a shelf, or in your car. Those who feel extra cautious would print out their files and keep these in folders. A few more people would take the added precaution of copying their files on to another computer, maybe a laptop or notebook to carry with them conveniently.

People then feel that they have protected themselves adequately against viruses or the crashing of their hard drive. As mentioned earlier, however, this process is manual and, therefore, tedious. You have to do your manual files backup for each of your files and you have to remember to repeat the process each time you edit or update a file. If you have a lot of files, this can be very time consuming and tiring. There is also always a possibility that you may forget to do your manual files backup. If misfortune strikes just after you have forgotten your task, all is lost.

Assuming you are very obsessive about doing your manual files backup and you never forget to do it, this still does not guarantee the safety of your files. Your manual backups and folders of printouts are not protected from fire, water damage or damage from natural disasters such as earthquakes. The other computers in which you have stored copies of your file could also be damaged or could be stolen. Laptops and notebooks are particularly attractive to thieves.

In lieu of manual files backup, your business deserves the protection of automatic backup software. This software may be installed in your laptops, your personal computers, your company work stations and even your company servers. Every user identifies which of his files are to be included in the automatic backup. The user also determines the automatic backup schedule and frequency. The recommended frequency is once daily and the recommended schedule is at the end of every work period so that all work done that day is safely backed up. Once set, the process is completely error-free.

Where does the automatic backup software store your backup files? It does so in secure offsite data files storage. The automatic backup software and the secure offsite data files storage often come bundled together. The automatic backup software sends your data online to a secure remote data center through secure 128-bit encryption file transfer. The remote data center has state of the art protection against all kinds of natural and man made disasters, uses uninterrupted heavy duty generator power, is equipped with biometric locks and has twenty four hour defence from professional security personnel. All the security features are HIPAA compliant and are, therefore, of the highest standards.

Your business can always access your stored automatic backup files in event of an emergency and from any location as long as you have an internet connection and you have your secure password. The storage limits prescribed in each of the packages offered are flexible and your business will always have the option to upgrade for more storage space as your company expands.

The valuable computer files of your business should be protected by no less than HIPAA compliant automatic files backup and secure offsite data files storage. Only then will you really rest easy that you have done your best in protecting your company.

Offsite data files storage comes at a price, though, and that usually depends on file size. This is where selective file backups should come in handy. You should prioritize your most important files for backup in order to conserve offsite data files storage space. In case you really come to need more space, though, you can make arrangements with your service provider for additional costs.

Now you know why you not only need automatic files backup and secure offsite data files storage, but you also need to ensure that they are HIPAA compliant for total privacy and protection.

Rates vary, as well as service and support. Just like having a good web and email host you want to make sure your backup service offers support. Check if there is a phone number, email, live chat, and find out their location.

We can help - if you made it to the end of this article and still wonder about backup, just email us a note. Even if you atart out with backing up on portable hard drives, there are good ones and bad ones to use. And then, think about the best place to store that backup drive.

This may not be the most exciting article--- it's all about basic business policies. If you are interested in stories about lost data and how expensive data recovery can be - just let me know.

Web Site developer, Wordpress, Social Media 
Bellevue, Washington 
Andrea Hamilton

Andrea’s work at involves creating and updating websites. Her approach is helping entrepreneurs understand how to build and manage their online visibility to support their goals.

Learn more about the author, Andrea Hamilton.

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  • business
  • computers
  • backup
  • technology

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