Is Your Business Prepared for Disaster?

The most predictable thing about disasters is their unpredictability. Catastrophic events come in all shapes and sizes and can happen at any time without warning. Businesses that properly plan and prepare are those that are most likely to survive. Here are several ways to prepare your business for disaster.

Back Up Your Data Consistently

A consistent backup plan ensures that your data can be recovered even if a fire, flood or natural disaster destroys your business. Whether you use a cloud or tape backup strategy depends on both the volume of data you need protected as well as your IT infrastructure and budget. No matter which one you choose, remember to follow a regular schedule for backing up the data across your enterprise, including information stored on all devices:

  • network servers
  • desktop computers
  • laptops
  • tablets and mobile devices

Protect Your Backups

Always store your backup data in a secure offsite location to protect it from disasters at your primary business location. A cloud backup service automatically transfers your backup data via the internet to a data center for secure storage.

When backing up to tape, use a media rotation service to protect your offline data. Following your backup schedule, a data protection professional transfers your most recent backup to a media vault for off-site storage. This is the most reliable and secure way to protect and preserve your backup media. The best media vaults are designed with the following systems to protect your data from fire, theft, flooding and natural disasters:

  • Ceramic fiber insulation
  • Waterless fire suppression technology
  • Media-specific temperature and humidity regulation
  • Entry access controls
  • Alarm and video monitoring technology

Media tracking technology allows for the quick delivery of backup data to your designated hot site during or after a disaster.

Store Vital Business Documents Off-Site

Like your digital data, your vital business documents should also be stored off-site for disaster protection. Look for a records storage service that specializes in archival document storage, in which your records are barcoded and stored on high-density shelving units in a commercial records center that features:

  • Entry access controls
  • Perimeter security
  • In-rack fire suppression systems
  • Video surveillance technology

During a disaster, your vital business documents can be quickly retrieved for physical delivery or scanned for digital delivery to allow for convenient information recovery.

Secure a Document Restoration Partner

Paper records that become wet from a flood, water main break or office sprinkler malfunction aren’t impossible to restore, although time is of the essence to prevent them from being entirely destroyed. As a result, it’s important to find an experienced and well-equipped document restoration partner. The right partner uses specialized technology to remove moisture from wet documents while physically preserving them. Include the contact information for your document restoration partner in your disaster recovery plan for quick reference in case of emergency.

With the right disaster preparations in place, you can increase your company’s chance of surviving—even thriving—after a disaster.

Richards & Richards provides records and information management solutions for businesses throughout Nashville. For more information, please contact us by phone or complete the form on this page.

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