Data loss: every company learns to dread this term. No matter your industry, you handle data in some form or another. This data—all this information—serves as a foundation for your entire business. You cannot run a company without information about your clients, your finances, your employees, or even your daily coffee runs. (Okay, maybe not that last part, but you get the point!)
We’re trying to emphasize on the importance of backing up your data, and doing it the right way. As experienced vendors of document management solutions (DMS), we’ve compiled some of the best practices to implement when backing up your files. We hope you find these tips insightful.
Digitize Your Documents
Alright, you can call us biased all you want, but it is a fact that paper documents are not secure! Managing paper documents is costly, space and time consuming, and most importantly, difficult to truly backup. Sure, there are facilities to physically backup your documents, but they come with downsides of their own.
Digitizing your documents opens up a whole new realm of protecting your precious files. Digitizing your files enables you to store as many copies of a file as you may need—all backed up securely in the cloud or a physical server. Depending upon your DMS plan, you get to choose the optimal storage space that suits your company.
Saving backups digitally is convenient, cost effective, and extremely secure. Digitizing your documents with the help of a DMS should ideally be a part of your company’s disaster recovery plan. We wrote a highly important article about how essential DMS is in order to backup your data in case disaster strikes. You can read it here.
Diversify Your Means of Backups
Storing backups in a single location is a negligent move. Storing backup files in multiple places can protect you from accidental data wipes or cyber attacks. Yes, we’re telling you that your backups need backups, too!
How do you diversify your data channels? Store all files on your hard drive, then on your cloud, and then somewhere offsite. Store multiple copies of every file and keep old versions of documents so that you can roll back any unwanted changes made. Give your backups some company!
Backup Regularly & Consistently
And of course, the best practice is to backup your files regularly. Frequent backups can prevent major setbacks. A good way to practice regular backing up is setting a routine that your coworkers can follow. Depending upon the type of file, you can frequently backup critical documents, over documents that aren’t used or updated that often.
DMS providers often allow you to automate the backup process (aligned with these best backup practices). If you would like to know more, feel free to check out our blog for more insights. You can contact us here for any queries. We would be glad to help!