Small Business: How Do You Protect Your Data?

wordpress-back-up-pubAfter 20 years of working with small businesses in their IT environment, I’m seeing a new trend in how companies are looking to protect and backup their data.  It’s still common to meet prospects that are using the same old method of backing up their data.  They have a drive in their server or attached to their server with a pool of tapes which a trusted employee is supposed to change daily and take off-site either daily or weekly.  The rotation follows anywhere from a 2 week to 1 month time frame and occasionally a year end.  Some companies are a little more progressive and use removable hard drives.  While these may provide quicker backup speeds and allow for more data to be backed up, they inherently have the same issues as tapes in terms of the backup process and managing the
process.

What happens during holidays or during that employee’s vacation?  Another person needs to be trained to manage the backups, or typically we see backups that get missed or fail because the wrong drive or tape is attached to the backup server.  What we have learned is that updating media, tape drives, servers and backup software all cost the company money.  But the biggest cost is typically the employee’s time that is spent managing the process.  A conservative estimate for a full-time administrative person to manage the backup onsite would cost a company about $2,600 a year.  If it is the business owner or a key employee running this process, the annual cost certainly will rise.  Now factor in media, software, hardware, etc. and you can get an idea of how much your backups really cost by not relying on non-IT professionals to manage your backups.nherently have the same issues as tapes in terms of the backup process and managing the process.

By leveraging new backup models such as Evault’s Cloud Backup Services, Disaster Recovery and Endpoint Protection that encrypt and store your backups in the cloud, you can avoid hardware, media and software fees while you still have the peace of mind at night that your backups are getting done and getting done every night.  Your IT professionals will be able to receive status reports and can proactively address any issues.  Your key data on your servers or workstations will be safe and recoverable.  In the case of a disaster, you’re not relying on whether that tape or hard drive was taken off site.  I’m not sure about everyone else, but to me that sounds like a backup plan that can be relied on as opposed to a backup that may or may not work when you absolutely need it to.  The unfortunate thing is many businesses won’t make a change until it’s too late.

How does your office manage it’s backups?  Do you have a disaster recovery plan?  Email me at jhays@cdhcpa.com to talk about your options!

Jeff Hays

Through our lasting business relationships, we’ve developed specialization in tax, audit, IT and consulting services for manufacturing, wholesale distribution, construction and real estate, professional services, and U.S. subsidiaries of foreign-owned companies. http://www.cdhcpa.com
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