Strategies for Preventing Data Loss

Imagine all your financial and client files vanishing into thin air. How would that impact your employees? Could you remain profitable? Would your customers stay loyal to your business? Nothing is a given when you lose your data. Fortunately, these tried and true strategies will minimize the chances of it happening to you.

Backup and Data Storage

A backup plan is the most important part of your business data protection strategy. It ensures that your data can be recovered if stolen or damaged. Depending on your information technology infrastructure and budget, you have two options for backing up your data:

  • Online cloud backup
  • Offline backup

Cloud backup offers an automated backup solution; your data is backed up and transferred to a secure, digital data center. Offline backup is the manual process of copying your data to a tape or hard drive. It is a cost effective strategy for protecting a large volume of data, however it should always be supplemented with a reliable and secure offsite media storage solution.

Whether you choose a cloud, offline or hybrid solution, be sure to implement a regular schedule for backing up the data across your enterprise, including information stored on all devices such as:

  • Network servers
  • Desktop computers
  • Laptops and mobile devices

Offsite Records Management

Improperly stored and mismanaged paper documents are one of the leading causes of corporate data loss. As a result, your hard copy records should be protected from fire, floods, natural disasters and unauthorized access.

A records storage service offers professional management and protection of your documents and files. Records management professionals categorize, index and barcode your documents. Each document is stored in a records center on a high density shelving system with an in-rack fire suppression system. Advanced inventory technology lets you track your documents and request files for delivery through a secure client portal. Offsite records management keeps your hard copy records safe throughout the information life cycle.

Secure Shredding

Data loss can happen any time during the information life cycle. A secure shredding and destruction program protects your data when it’s most vulnerable: during disposal. Professional shredding services offer a reliable and risk reducing method for the final disposition of hard copy paper and electronic records. Security containers are strategically placed throughout your office, eliminating negligent in-house information disposal habits. They are collected weekly, monthly or quarterly for secure, NAID AAA Certified destruction.

Chain of custody procedures are consistently followed during collection, transfer and destruction, all the way through final recycling. The entire shredding process is recorded to video and stored for 90 days. You receive a Certificate of Destruction for your records to serve as proof of compliance with the regulatory requirements affecting your business.

Take a proactive approach to data loss prevention by implementing the strategies described here.

Richards & Richards provides records storage, data protection and secure shredding services for businesses throughout Nashville. For more information, please contact us by phone or complete the form on this page.