Menu

Data Backup Mistakes to Avoid

Data Backup-Vital Records Control

Smart businesses know that information is the heart of their business and it needs to be backed up.  Studies show that 78% of small companies plan to have their data in the cloud by 2020.

While backing up data to the cloud is a smart solution for any organization, many fall short when it comes to carrying it out successfully. A recent research survey shows that while 57% of IT managers have a backup plan in place, 75% weren’t able to fully restore data after migration.

Due to the overload of incoming data in the modern business environment, the potential for loss is high if specific security measures are not in effect. Reduce downtime when the unexpected occurs by avoiding these common data backup mistakes:

Data Backup Mistakes to Avoid

1.   Not Backing Up ALL Your Data

Far too often, businesses only back up a portion of critical information, only to become aware that valuable data is missing on the back-end.

Information is stored on all types of storage devices – servers, computers, laptops, and employee mobile devices. All of this data should be backed up regularly to ensure it’s retrievable.

Email systems also contain critical data that is commonly overlooked. Most email providers only store emails on employee workstations. If someone decides to clean out their inbox, crucial information can be lost forever. A simple solution is to store emails on a server and in the cloud.

2.    Lack of Regular Testing

If you’re storing company files on a cloud-based service, remember to test your backup protection plan regularly. No matter what type of cloud service you’re using, this is a necessity. Regular data backup testing ensures your continuity plan will perform in an unforeseen emergency. Confirm the reliability of backups by taking data off tapes and placing it back in computers.

By scheduling regular backup tests, you’ll be confident your information is adequately restored and retrievable at any time.

3.    Failing to Move Data Off-site

Not all data security threats come from online cyber attacks. Unforeseen events can occur on your premises, including fire, theft, and power outages, which compromise information’s security.

To ensure the integrity of your information, store files in an off-site storage facility. These facilities should be monitored 24/7 and equipped with a backup generator, climate-controlled and fire-suppressant systems.

4. Not Having a Retention Policy

The purpose of a records retention policy is to ensure data is appropriately maintained and disposed of throughout its lifecycle. Having a record management system in place is vital due to regulations, such as PCI DSS for companies that take credit cards and HIPAA compliance for healthcare providers and their business associates. Additionally, a records retention policy accounts for information that’s needed for everyday business operations.

Depending on the type of information your company uses, retention times may vary. By choosing a comprehensive records management provider that offers both storage and destruction services, you can automate retention schedules to save time and money.

5.    Improper Training of Staff

Did you know that not every backup service stores your files while they’re open? Employees may leave documents or database systems open and “in progress” overnight that can affect their regular backup. This could result in the loss of valuable information and time spent creating it.

Getting your employees on board from the very start is crucial to the success of your data protection plan. Train them on prevention tactics and how simple efforts, such as closing an app, reduce the risk of lost information.

Reliable Data Protection

At Vital Records Control, our focus is to protect your information with exceptional service. Our team works with you to learn more about your specific records retention needs and customizes the right protection plan to safeguard your information. We offer compliant solutions that include state-of-the-art vaults, automated backups, and the secure disposition of records. Contact us to learn more about our media backup and electronic vaulting services.

And if you want to know more about our other comprehensive records management solutions, check out our records storage and document scanning services.