IT Disaster Prevention

1. Assessing Risks

The amount of time and money you spend on disaster prevention will depend on what you use your system for, and the specific risks it faces. Conduct a systematic risk assessment to work out the most suitable approach.

1.1 Think about the importance of your systems to your business processes.

• 'Mission-critical' systems are vital to your business. They need to be highly reliable, and repaired quickly if they fail. For example, a database used by customer service to respond to telephone enquiries, or an e-commerce website.
• Accounting systems can be essential. Problems could lead to errors or delays in payment, and cashflow difficulties. You could also lose key management information.
• Other systems may be less crucial to your business. For example, if you only use a PC to write letters. A system breakdown would be inconvenient, but not disastrous.

1.2 Consider the value of the data you hold. Certain types of data may be particularly valuable. For example:

• Commercially sensitive information (eg your price list or customer details).
• Personal details on employees or other individuals. You have a legal responsibility under the Data Protection Act for how you use and protect this information.
• Information you base key decisions on.

1.3 Analyse the potential impact of IT problems.

• Repairing problems can be expensive.
• Delays and errors caused by IT problems could lose you customers. If customers do not receive their orders on time, they might look for alternative suppliers.
• Time will be wasted correcting errors and restoring customer goodwill.
• Employees are likely to be less productive.

1.4 Identify specific risks faced by your system. How likely are they to occur?

• User error and power cuts are the most common problems.
• Viruses are an increasing threat if you use email and the Internet.
• Theft, fraud and hacking can be a serious risk, particularly for companies that hold sensitive types of data. For example, if you collect customers' credit card details through your website.
• IT systems also face physical threats (eg fire and water damage). See Managing insurance risks.

1.5 Take steps to minimise these risks (see 2-7).