Back, Back, Back, Back It Up — Keep Your Data Safe in the Clouds
As the Coronavirus fear continues to rise (understandably considering how many new cases seem to be popping up) the reality is that more people will be working from home in the coming weeks. In the second part of our COVID-19 preparedness series we are focusing on how to keep your employee’s work safe. Data loss can cause a lot of problems for any business relying on it to make decisions and work loss can cost your employee’s time and lead to decreased productivity. In 2020 it is important that every business is backing up their data in not only one, but two places or more places.
Aside from the saved files on someone’s laptop, important files should be saved in a secondary location. Cloud solutions are very effective in storing large quantities of data and work. In the previous Blog Post we talked about SharePoint and how it can benefit your team’s ability to collaborate on projects, but we didn’t talk about its ability to act as a secondary storage of your data. Today we walk through the other benefits of a system like SharePoint as well as the importance of Business Continuity Planning, which addresses how your businesses can recover lost data.
Ensure Your Data is Backed Up
SharePoint – An online solution for storing company files
Since SharePoint is an online collaboration tool, you may have already assumed that these files must be stored somewhere on the web, but in case you didn’t we will go over how that works and why it will benefit you.
SharePoint and other online cloud storage systems work by duplicating the files that are shared on them. This allows others to see and use them regardless of whether they had the files on their actual computers. This is helpful because it removes the need to email files back and forth, but instead allows employees to work collaboratively on a document. We went into detail on the collaborative parts of SharePoint in our previous blog post which you can find here.
SharePoint’s storage system allows access to files via the full Office Application suite (Word, Excel, PowerPoint and Outlook), the web-based version of these products and on your mobile device. This allows your team to collaborate and share documents no matter the device they use or location they are at.
The Importance of business continuity planning
Business continuity planning details what you would do in the event of a disaster and major data loss. You should not only be backing up your documents and files; you should be continuously backing up valuable data. Most cloud-based software tools state in their end user license agreement they are not responsible for data loss and recommend using an additional backup solution. We help clients develop plans to avoid any worries associated with the potential loss of data. Many people rely on outdated and unreliable systems for their back-ups and this can lead to devastating results. We like to ask people:
“To what point in time
are you okay with losing all your data?”
For example, are you okay to lose a day’s worth of data? What about a week or months' worth of data? Business continuity planning helps people develop an answer to this question and prepare to implement the plan and the tools they need. Often, business continuity plans also provide a back-up to your operating systems, your email history, and any other important company information that you can't afford to lose.
Although we are biased to keeping back-up solutions in place and up to date—regardless of the environment we live in—in light of the strong possibility you may be sending people home to work or have already sent people home to work, it is more important than ever to back-up your business. Make sure that you back-up of all your files, and when possible back-up your back-ups. Trust us. It is better to be prepared than to regret your decision to not protect your business from data loss.