7 step back up guide – insurance for your business data

You wouldn’t dream of leaving property, vehicles and equipment uninsured, yet it’s surprising how many companies do not have basic data backup procedures in place as an insurance policy to safeguard their business data.  If the worst were to happen such as fire, theft, damage or viruses is your OrderWise data backed up?

1. Back up your data at least once a day

The higher the number of transactions you process and the larger the volume of data you input the more often you will want to back up your data, this will mean less data is lost if you have to restore.  Also consider the best times of a day to backup, e.g. if your busiest trading period is during the morning you may want to backup at midday to capture the bulk of your transactions as quickly as possible.

2. Back up integrated accounts systems at the same time

If for instance you use OrderWise and post to Sage or Quickbooks you should backup this data at the same time. You may want to schedule your backup in this example around your posting routines, if you needed to restore one application you would need to restore the other at the same to ensure the data which is passed between both systems are synchronised.

3. Check your back up exists

Although this maybe sounds strange it can be a more common problem then you may think. Many companies will set the file path that a back up is saved to during the initial implementation of OrderWise and never check this again. Although the file path may well have been valid originally, over time as changes to IT systems, servers and infrastructure occur within a business this could no longer be the case. If you have not checked this for a while then make sure you make it is a top priority!

4. Spread the risk of back up data loss

Many companies will simply backup to the main drive on their server, but what happens if there is a physical problem with that drive? Not only have you potentially lost your live data, but also the backup. It is highly recommended to save a backup on a separate drive, but also have it stored at an off-site location. This can be achieved quite easily with the many cloud and remote storage options available, but failing this you can simply save to an external storage device such as a USB stick and keep the copy off site.

5. Retain back up copies for a week

Although this is a guide and requirements may vary from business to business, you should not need to retain a backup for longer than this. It should only be in worst case scenarios you would have to go back further then your most recent backup to restore your data.

6. Back up prior to upgrades and key data changes

When you are making key changes to your systems or data it is vital you create a backup. Should anything occur which is not as expected then a simple restore puts everything back the way it was.

7. Share back up responsibility

Even the most rigorous backup procedures can be undone if the responsibility falls on one individual. Should that person be ill or on holiday what happens? By sharing the responsibility you will ensure continuity of the backup procedure is maintained.

We also offer a hosted solution which has a range of benefits along with safeguards to prevent physical data loss and includes automated data backup to a server in a separate location.

To discuss your requirements in more detail contact us today on 01522 704083

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