If you’re looking to store physical backup data off-site, then you should only use reputable companies who can offer the highest levels of security. Creating multiple versions of any file instantly increases the potential risk of theft and misuse. This is why businesses hide online-accessible documents behind firewalls and malware software. Any disaster recovery plan should incorporate various security measures to ensure that important data doesn’t fall into the wrong hands. So even if the originals are lost, the copies should last forever. These can then be stored inexpensively within a network, external hard-drive or in the cloud. Where space and finance is at a premium, you can save both by converting physical sheets into digital files. Therefore you have to develop a contingency plan that fits your requirements and budgets.Īs we explored in a recent blog post, document scanning is one potential solution. However, if your day-to-day operations are reliant on this data, it’s almost impossible to put a price on its value. Document storage costs money and it can also limit your available space. It can be a bit of Catch-22 situation, particularly for smaller businesses. What happens if you can’t retrieve those documents? You can write it off, scan your archives for attachments or early proofs, or track down any suppliers that may hold their own copies. If there is only a single version and it’s in tatters, then your options are limited. A server has been corrupted or your filing system has suffered unexpected damage. Some businesses choose to spread servers and document storage across a number of sites, others simply prefer to keep it all stored off-site. If you have multiple versions of important files, including physical and digital copies, the loss of individual documents can be mitigated. Computers, carpets and other property can be replaced in time, but data and other archives may never be retrieved. For example, if your premises are destroyed by fire, there’s a good chance that various documents as well as office equipment could be damaged or lost.
This may only be a temporary solution, but it will at least allow a continuation of service – even if it is slightly limited.īut while communications can be quickly reinstated, there may long-term issues. For instance your business may have an emergency number or call forwarding, allowing customers, clients and staff to stay in touch. While you can’t always prepare for every possible eventuality, an effective disaster recovery plan can ensure that some level of service can continue.
In severe cases, this can lead to a drop in productivity as well as various administrative costs. Whether caused by a natural disaster, an act of wilful vandalism or an administrative error, valuable data or documentation can easily be lost. Things would continue as normal, day after day without incident. Unfortunately though, things can go awry. In an ideal world, no business would ever need a disaster recovery plan.