Keeping Your Data Safe

5. Backing Up Data

5.1 Set up an effective backup procedure, so you can recover your data if the worst happens.

• Backups are extra copies of data.You can use them to restore data if your working copy is lost.
• Store your backups off-site, away from the main copy of your data.
• Remember to keep backups secure too.Encrypt data, and store disks or tapes somewhere safe.
• Make sure you test your backup procedures regularly, so you know how to recover data.

5.2 Take backups regularly.

• If your critical business data changes frequently, aim to back it up daily.
• Run backups in rotation.For instance, if your run daily backups, you might keep seven disks containing backups for the previous seven days. This allows you to roll back to a particular point in time.
• Rather than backing up all your data each day, you can just back up data which has changed.This uses less storage space, and is quicker.
• Backup software can schedule and manage backups automatically.

5.3 Choose a backup method that suits you.

• You can back up your data to removable disks or tapes, like a CD-ROM, DVD or portable hard drive.
• Online backup services let you back up data over the Internet.Your data is stored on a server in another location. Online backup services are usually charged monthly, and include BC PC backup and MozyPro.
• You can use a RAID system to mirror your data onto several disks.This allows you to continue working in the event of disk failure, but you need to store offsite backups too.
• You can carry out a basic backup manually.Just copy your files onto a CD, DVD or portable hard drive.
• Microsoft Windows has backup functions built in.This is adequate for basic backups.
• For more complex scheduled backups you may need to purchase backup software.Your IT supplier should be able to help.

5.4 Backups are very important, so ensure someone in your business has responsibility for them.

• Give one person the task of ensuring your backup procedures are functioning properly.
• Make sure they report to your regularly, and test restoring from the backups at least once a quarter.
• Ensure they also have a deputy, who can cover for absences.