Think Your Business Data Backup Is Adequate? Not So Fast, Read This First Before You Answer

I have had some interesting experiences in my time of either working for, or consulting with businesses, especially in the area concerning data backups and data recovery. Most businesses when asked can tell you that they have adequate backups in place, and a good portion of them do. However, when you really drill down into what their plans are, or how they are actually backing up their data things get interesting very quickly.

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What do you recommend I use for backing up critical files?

A very common question I get, especially from owners of small businesses looking for ways to protect their critical documents and files is… What do you recommend I use to back up my critical files?

Depending what your needs are, such as how many files you need to back up, the type of system you use, the costs of backing up your data this issue can get fairly complex to the point that I could not provide an answer without dealing with each of them on an individual basis.

With that said, I both use and recommend for most small businesses a service called Sugarsync. This is something I have been using this for the last few years, and started using it while it was still in the beta phase, and it has saved even me on more than one occasion.

The best part of using Sugarsync is its capability to sync your files across multiple computers and platforms. If you are someone like me with a multiple operating systems and computers the service is a godsend. Open the file on your Mac, edit it, hit save and it sync's the changes and you can open that same file on your PC or Smartphone and see the edited version.

My favorite part is the ability to access and view files on my Smartphone. If you know someone who forgets files, documents, or work on their home or office computer, this service is for them. Just access your account on your phone, and you have access to your file on your phone.

Coupled with the new service from Google called Google Cloud Print you may never have to worry about leaving that document you were going to give your client behind again.  

For my business I have multiple methods of backing up my critical files, including multiple backup drives that I keep offsite. But, my favorite tool and service by far is Sugarsync.

Recently I had a hard disk drive failure of my own on one of my primary desktop's for my business. This would be a big problem for anyone, but thanks to Sugarsync all of my critical files were accessible through my laptop. I just had to get a new disk drive, install the operating system, and Sync up with the Sugarsync web based access and ALL my files were back.

Sugarsync also offers a free 30 day trial, so you can see if it is right for you. Once you use it, you may never look back or have a need for anything else.  

Disaster Tip of the Week: Backup Your Files

I've been telling people to back up their data for almost fifteen years now, and I wrote about it in one of my first articles The Importance of Data Backups back in 2005. However, I still constantly run into people and businesses that fail to make frequent data backups and see stories in the news about data loss all the time.

The recent Sidekick and Snow Leopard issues that I did a post on recently also show how vulnerable we can be when we do not properly make these data backups.

Manually backing up your data can save you a lot of headaches in the long run, including issues with compliance and regulatory requirements.

Back when I wrote the article above, someone sent me an email stating that when they have a data loss, they just have the chance to do it all over again and do it better. This may be a great outlook to have, but not a very practical or cost effective one.

According to The Cost of Lost Data, a Pepperdine University report updated in 2003 (Pre-Sarbanes-Oxley) Dr. David Smith estimates the average cost of irrecoverably lost data at more than $10,000 per megabyte lost. This does not take into account the value of the lost data which on average is about $3,400.00 per incident.

In addition to backing up your data, I would also recommend making copies of your Vital records, and other business documents essential to your operations (electronically if you can) and store those off-site as well.

You also don't need an expensive solution, even if you are a small business, indivdual, or on a shoestring budget there are still steps you can take to save and backup your data without having to break the bank.

Fore More excellnet Statistics on Data Loss see this whitepaper from HP & Score:   

Impact on U.S. Small Business of Natural & Man-Made Disasters

Sidekick and Snow Leopard OS...More Reasons You Need To Backup Your Own Data

I have written a number of times throughout the years here on this blog and in other articles about how important it is to backup your critical data.

Recently, especially in the last two years, with services offering to do this back-up for you automatically in the cloud as part of value-added services has caused many people to not take action on backing up their own data.

Two incidents have really highlighted the need to do your own data backups in addition to saving your data with some of these automatic services. One is the T-Mobile Sidekick, in which people using the device have lost their personal and other critical information, and the other, has to do with a flaw in Apples Snow Leopard OS, known as the Snow Leopard Bug, in which all saved data gets wiped out.

I have included links in the reference section that will tell you how to specifically avoid these particular pit-falls. However, I stress just one thing...

BACKUP Your DATA