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In the world of business, you can’t afford any mishaps, errors or setbacks. Unfortunately, errors, mishaps, and other unforeseen events are inevitable. The best thing you can do for yourself and for your business is to be as prepared as possible. Are you still under the impression that personal data backup is overrated? There are a variety of situations that say otherwise.
The million dollar question is: why should you backup your data? What happens if your computer is stolen or your files are compromised in any way? Right! Instead of drawing a blank or entering sudden panic mode, solve the problem by backing up your data. Virus infections and hardware failure are two other common situations that can delete or destroy important documents. Did you know there are malicious computer viruses that are designed to destroy your files and disable your computer? It’s more than being in the wrong place at the right time. Without a backup system for your files, you have a big target on your back. A corrupt file is no good to you or your computer. Let’s just say you’ve been working on an important project for months, and out of the blue. Your hard drive fails. What do you do? Do you have time to try to figure out why your hard drive failed, attempt to correct the issue if you can, and then tirelessly work to recover missing important files? You could do that or you could back up your personal data and have peace of mind. Computer crashes and physical computer damage are among other situations that may occur that can result in data loss. The best thing to do is to stop worrying about the what if’s and take action.
1. What Information or Data Should be Backed Up?
In order to determine which data needs to be backed up, consider what’s important to you and how many times you may need that particular document or file.
Things That Should be Kept In the Cloud
Files you should consider storing in the cloud include documents, policies, and proposals. These files are ones that you may need to keep for an extended period of time because you may need quick access to them, so these items should be stored in the cloud. Any files you may need to operate a business should always be backed up.
Files That May Not Need to be Backed Up
Music and video files may not need to be backed up to the cloud unless it pertains to a business or is of other importance. Music and videos are not as essential as policies and proposals, and they occupy a lot more space. In the event your videos or music is deleted, you can always download these files again. The more storage space you require, the more expensive cloud storage becomes, which is why it is important to consider what you’re storing. Ask yourself how much do you want to spend on cloud storage and consider your needs for different storage solutions.
2. File Retention
What is file retention? File retention is the continued storage of data. You need to think about the amount of time you want to keep your information. Do you need to keep the current data you have for one week, one month, one year or longer? What is the length of time, retention that is important to you? If you’re torn between keeping an item or deleting it, think about how many times you use the document. What is the probability of you deleting something that’s old, but will need again in the future?
3. Recovery Period
In the event that you delete something you thought you didn’t need, but need it, how long will it take to get the file back? For example, you were working on a proposal on your laptop when it suddenly crashed. You need the proposal you were working on. How do you recover the file? If your proposal was not saved in the cloud, how do you regain access to the file? You might sit and think about that for a while. If you backed up your data to the cloud, all you have to do is log in to your account and download the file directly from the cloud. Another option you have is to download the entire file and folder structure to your computer. This process takes longer than downloading a file directly from the cloud, and you have to wait for the download to complete before you can gain access to it. When you’re considering backup solutions, ask yourself; how quickly can you get to your files?
Security is an important factor to consider when you’re interested in cloud storage. Why? You need to make sure your data is safe while it’s in transit to your backup solution and while it’s at rest sitting on the backup solution’s servers, and that your data is encrypted. Encrypted means your data is concealed by code to prevent unauthorized access to your data, which is why your data should always be encrypted. When you’re considering different backup solutions, look for solutions that comply with today’s requirements that use 256 BIT encryption or greater. Take the time to read a company’s reviews. Look at what other people are saying about the company. Has the company ever been compromised? If so, what steps did the company take to resolve the issue and prevent future breaches from occurring?