Maintaining Your IT System

3. Looking After Your Data

Looking after your data is your highest priority.

A loss of key data (eg your customer database) can have catastrophic consequences.

3.1 If you have a server, you should store important data centrally.

• Data stored on the server can be accessed from any computer.
• You should regularly back up your data and store a copy off-site.

3.2 Make sure everyone in your business saves files in standard locations.

• It can be hard to locate files without a structured system of folders.
• You can give each employee their own area on your server.

3.3 If you run short of hard disk space, start by archiving and deleting files you no longer need immediate access to.

• Files relating to complete projects can be archived onto CD or DVD and then deleted from your hard disk.
• Empty your Windows recycle bin if you are sure you no longer need the files.

3.4 Hard disks slow down dramatically if the data stored on them is too fragmented.

• You should run a defragmentation utility every three months. This rearranges the data on the hard disk more efficiently.

3.5 Buy good quality branded CDs, DVDs and tapes. If you are tempted to cut corners, think of the value of your data.

3.6 Consider using cloud computing to store and access data through the internet - on a hosted web server.

3.7 The technology allows you to input or extract data via your web browser. There is no need to install your own server as the software and services involved are delivered over the web.