We are more or less familiar with the dreaded feeling of not being able to find an important file. The situation gets worse when we realize that the file may have been misplaced without any backup. or deleted.
Unfortunately, data or file loss happens all the time. And doing so can have very troubling consequences for a company’s success and reputation.
Companies have to spend an average of $7 million to overcome such ‘data-loss’ problems.
When data is lost, it destroys the trust of the company’s clients. Moreover, it is also detrimental to the reputation you have earned in the business over a long period of time. Here are 6 tips to make the data backup process more robust or to get out of the dire situation that occurs after losing files. Share these tips with your employees.
1. Arrange files correctly and name them consistently
It’s important to have a way of organizing files that you and your team can work with easily. Your team probably uses some cloud system to store files. Some of the popular systems are Google Drive and Dropbox. That is not enough, there needs to be a certain system or rules for sorting and naming.
2. Keep important data safe
Data should be stored according to importance. All files need to be backed up. But less important files don’t need to be backed up very frequently. The same applies to files that have not been worked on recently. But the data which is very sensitive should be backed up regularly.
To do this you need to know about important data first. You can follow a formula to select important data. That is, data whose loss threatens to harm your work or business is critical data.
3. Backup offline
A common place to back up data is the cloud. And most companies these days use some special software to do this. But the thing that is given less importance is that, apart from keeping a backup of the data in the cloud, those data must be stored in some other place offline outside the office.
4. Upgrade or update the security system
A good security system protects you from cyber threats. It also protects the data that is backed up on the computer or other devices. And cloud-based backups are also secure. Devices permanently used in your office may have these security measures implemented. But make sure your office staff knows what the security measures are and how to use them. Also arrange to regularly check that their own device security systems are up-to-date. This checking should become a habit.
5. Ensure personal device security
In addition to using security systems, there are other ways employees can keep their personal devices secure. A useful step in this regard is to set a reminder for your office staff to change their device passwords every 15 days. This step will reduce the risk of a hacker trying to gain access to your company’s database through login information.
6. Automate the process to control as needed
Apart from data security, data backup also enables office operations to be conducted in a very efficient manner. A common reason for not backing up data regularly is that everyone forgets to do it. Or it takes too long. But the task will be easier only when your employees have an automatic or automated backup system. They can easily do this by going to the settings of the cloud storage software.