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Techno-files Guest Column
How to perform backup strategies that really work

By Mike Carter - Guest Columnist

Software and hardware manufacturers advise rigorous back-up procedures. They know that even the best-designed software and hardware will eventually fail; you will suffer for it if you have not taken the appropriate precautions.

Proper backups can ensure that your business survives computer-related disasters no matter how big or small.

The six steps of a sound backup routine include:

• Back up your data daily. Keep enough versions of your past backups to be able to recover files to any point in time, at least three months back. Do not copy new backups over old ones.
  

• Every time you backup, verify. Make sure you really have done a backup, especially if your backups are automated. It is easy to start a backup, then leave the office for the day, trusting that your backup finishes properly. Review the logs of your backup program regularly for any indication of trouble.
  

• Save and back up the right files. Make sure you are backing up critical data files that contain your company's data. Most hard drives contain thousands of files, but only a small percentage of them contain your company's data.
  

• Re-evaluate your backup strategy regularly, especially whenever you add new software or make a change to your network.
  

• Always shut down software that uses critical data files before starting a backup. You may fail to back up your most critical files simply because someone left the billing software running.
  

• For security reasons, take your backups off-site. Of the estimated 10 percent of small companies that follow all the other rules for safe backups, only two percent follow this one. Most small companies leave their backup tapes near the computer where they can be destroyed in the same catastrophe that destroys the computer.

 Encrypt your backups

Of the very small percentage of companies that take their backups off-site regularly, an even smaller percentage encrypt their backups for security. If backups are stolen or lost, your company's proprietary data easily could end up in the hands of competitors or criminals.

If your company has a modem, network or Internet connection you can use a remote backup service.

Most remote backup software solves all six of these equally important concerns automatically, sending your data over a secure connection to a safe data storage facility.

Mike Carter is with Tempe-based Data Backup Services, (480) 899-1590. The company maintains a Website at www.isyourdatasafe.com.

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