Prepare for the Unexpected

By Ricardo Harvin

How  would your business recover if you lost your computer systems or data? Having a good disaster recovery plan lets you gauge how long it would take to replace any lost systems and how much of your information you could recover.

The first step in your plan should be performing regular backups of your data. This is a specific method of copying files that allows you to store and retrieve information with a higher level of precision and data integrity than just copying files from your hard drive to a compact disc or other storage media. Any file that you want to keep should be included in your backups, including documents such as spreadsheet and word processor files, photos, and e-mails.

The key to a good backup strategy is to perform it frequently so that you have a copy of your most current information and to keep at least one copy of all your backups in a secure location away from your business.

Keep in mind that standard backups only work for files, not for the actual software used to create those files, such as spreadsheet or word processing programs. Storing a copy of the discs containing the programs that you use along with your backups can help minimize your downtime.

The next step in your plan should focus on your hardware and software needs. You should list your hardware (processor speed, memory, hard drive, etc.) and software (specific programs, operating system, etc.) requirements so that you'll know exactly what needs to be replaced to get back in business.

In some cases–especially in the event of a natural disaster–it may take days or weeks to replace your lost hardware and software. One alternative to waiting for new computer equipment is to have a standby system set up and ready to go located near your backups. This level of redundancy means spending money on a machine, software, and maintenance that may never be used, but, done correctly, it can shave days (or more) off your business' recovery time.

The last–and often overlooked–step in being prepared for the worst is to test your plan to make certain that it works. This should be done at least once a year and should cover your backups and standby systems or emergency purchasing procedures to ensure that everything will work as you expect.

Chances are that sooner or later you'll lose some or all of your data or equipment. A good disaster recovery plan is insurance against that being a total loss.

E-Sources

• www.uschamber.com/sb/management— Good management is crucial to business growth.  The Small Business Office Management Toolkit provides a variety of resources and tips that you can use to manage and protect your office, equipment, and business assets as well as keep your business running efficiently.