What could cause data loss?
Common threats include carrying out denial of service (D0S) attacks that stop access to authorised users of a website, gaining access to sensitive data such as price lists, intellectual property, altering your website and gaining financial information. Trojans, worms and other viruses pose massive risk and spyware can slow or crash your system.
Contrary to popular belief, most attacks are from authorised users (in particular disaffected employees or partners) rather than hackers. And then there is accidental damage when employees inadvertently put your systems at risk. Data can also be lost through flood, fire, theft, loss of power etc.
Why are backups so important?
Seventy per cent of businesses which suffer a major data loss are out of business within 18 months. Backups allow you to continue trading even when computer data is lost.
Without a good back up system (simply copies of data from your key systems) your business is extremely vulnerable to fire, theft, flooding, virus, power cuts and technical malfunctions. Common electronic threats include denial of service (D0S) attacks which stop access for legitimate users, unauthorised access to sensitive data such as price lists and other financial information, stolen intellectual property and altered websites. Trojans, worms and other viruses pose massive risks while spyware can slow or crash systems and spam accounts for 75% of email. Malicious employees and partners can do even more damage than hackers. If data loss is not an option for your business you must have a robust backup system.
How difficult is it to retrieve lost data?
Even losing small amounts of data is costly. It can take almost three weeks to retrieve and re-enter just 20 megabytes worth data at a cost of around £4,000 a week. Some data, such as payroll and personnel files are fiendishly difficult to replace while loss of customer databases could affect sales and severely damage business. Using a backup company can cost literally a few pounds a month and you can have your data back almost instantly.
How can I protect my business?
As well as a solid backup system, either done in-house or outsourced, you need an acceptable use policy for staff, which should include details on blogging, the use of instant messaging, webmail and community sites such as Facebook and should be reviewed regularly.
In addition you will need security controls for you systems. These may include user name and password combination. You may restrict control for certain employees or individuals. These could be network restrictions, application controls, restrictions on what can be copied and stored on memory sticks CDs et, limits on certain types of email attachments.
You may wish to use an encryption technique to scramble data. You may consider firewalls to filter information, or intrusion detection. Anti-virus software is also essential. You can use virus checkers to trap viruses both entering and leaving your IP systems, and run virus checks to trap viruses that get through.
What is off site backup?
Off site backup is a fully automated service that allows you to select all important company data stored on your servers or PCs to be uploaded via your internet connection to secure servers at a location away from your business premises.
What are the advantages of using an outside source to back up data?
It is a cost effective and more reliable alternative to performing data backups in house. Handing over responsibility means no lost productivity in case of data loss – as client files, project data and sales records can be recovered within minutes. Your professional reputation will not be damaged by accidental loss of client data and you may get reduced professional liability insurance fees because of the additional protection in place and the reduced risk of litigation.
Knowing your data is always backed up and recoverable in a fast, secure and hassle-free way takes at least one pressure away from starting a new business. And you don’t need back up software, tapes or to worry about a daily backup schedule it can be very cost effective.
What can you expect from a good backup company?
For a start you should get a free trial to see if you like it. Off site backup can be cost effective and more reliable than in house data backups. Choose a reliable and robust offsite backup company carefully and you will get a fully automated, encrypted and password protected backup system 365 days a year. Most companies install a small software programme on the server or PC that holds your data. The system is usually then set to connect to the back up company’s remote servers via your internet connection (normally done at night) and upload your selected data files. This data should be fully encrypted and password protected so only personnel with authorisation or passwords can access it. It is then stored remotely on your back up company’s servers.
What questions should I ask before signing up with a backup company?
Does the company offer a personal service?
Are costs and service fixed for an agreed amount of data? They should be.
Does it offer unlimited technical telephone support and not just email call logging?
How easily can you remove yourself from the contract? Forget anything long term.
Is there a charge for restoration of data? There certainly shouldn’t be.
Can you to perform manual backups at any time? It is essential you can do this.
Does the company check the backup reports, run additional backups and contact you quickly if there are any problems? How quickly?
Are the interfaces easy to use? You should not be expected to have extensive IT knowledge.
Have you had all your technical queries answered?
What technical details should I ask about?
You need to know:
how secure is the backup? All selected data should be encrypted on your machine before it is sent and it should be stored in its encrypted state
is the account password protected so only authorised personnel can access it?
can you have an additional encryption key placed on the account?
are random encryption seeds generated for each file to be encrypted?
how high is compression of data files? Ideally you should look for compression up to 75%
which applications does it support?
which multiple platforms does it run on?
are email reports generated for each backup job? The reports should contain a full listing of all files backed up, and if any errors are encountered these should be highlighted. You should also be alerted if scheduled backup is missed
can your data be stored and retrieved in several versions? If you work on long term projects you may need to access original versions of work, or other changed versions of work
can you access your backup files anytime and anywhere? (Without additional software)
What should I look out for when offered a free trial?
Don’t take a free trial for a very short period of time. Ten days, for example is not long enough to test your business – you need a month. Use a reputable company and make sure they answer your questions fully. Go for a company that offers a genuine free trial and preferably one that doesn’t ask for credit card details or other payments upfront. There should be no pressure or obligation to buy. If you like the service you can go for it, otherwise walk away. See the Duport freebies for a free 30 day trial.
How do I implement my own backup system?
Make sure you protect your computer with the ‘SAFE’ checklist.
S = spyware. You should run an anti spyware programme.
A = anti-virus protection
F = Firewall
E = Ensure your operating systems is updated.
Enforce a systematic, regular back up routine (done every day) as part of your IT security policy. Ideally give one other person the main responsibility for backing up and designate a second. Staff involved need to be trained and secure in their knowledge.
You can use CDs or ZIP drives. Keep backups secure – ideally off-site in a bank box or fire/flood proof facility.
Train all staff in IT security essentials to lower risk of loss and damage to data and systems. Get staff to sign declarations about email use, software, internet, sensitive information, use of passwords etc. Refer to these in the staff handbook and employment contracts.
Which websites are useful?
www.safeonline.org This website has lots of helpful information for businesses and individuals alike. For instance there is a straightforward explanation of encryption, useful sections on preventing data theft, how to control access to critical information and how to look after servers and much more.
