Back up that database!

Does your company do daily or weekly data backups? Most companies, from one-person operations to large corporations do some kind of data backup. They are vital, in fact, to the very survival of your company. Some surveys have reported that companies who lose their data backup go out of business within two years. Don’t be one of them!

With Hurricane Ike rolling into Texas this week, it might be a good time for your company to re-assess what you data backup plan is. A few key things to remember about data backups:

1)They should be done like clockwork—ideally, they should be performed with an automated data backup program that can be programmed to never miss a backup.

2)If you are using tapes, they should be replaced every twelve months. Magnetic tapes degrade after twelve months—if you wait too long, you could lose large pieces of vital information.

3)Your tapes should NEVER be stored on site…or, worse yet, be taken home by an employee! Should your company experience a catastrophic event, such as a fire or flood, you are almost guaranteeing the loss of your data.

So where do you store those tapes?

The answer to that is: store them with a reputable, reliable records storage company. Most of these companies will have a specified room designed especially for data backup tapes/hard drives. These rooms should be:

1)fire proof
2)water proof
3)temperature-controlled
4)humidity-regulated
5)alarmed

The reason it makes sense to store your data backups off site is two-fold: first, the records storage company’s vault is most assuredly safer and less expensive than anything you could build on-site; second, the storage company is located (usually) miles from your business location.

So the next time you do those data backups, as yourself: what would happen if I lost this information? Where would my company be without it? And if you don’t like the answer, please consider the professional records storage company—it may cost a little more, but considering the alternative, it’s the best bargain out there.

What Should You Expect From Your Records Retention Facility?

For records retention professionals, the notion that we are becoming a “paperless society” is still more fantasy than reality. Many organizations still require paper copies of records in addition to digital copies of said records. Many medical facilities, while at the forefront of digital record conversion, still require that paper copies of patients’ files are maintained for many years.

So where do we put all of these paper records? For many businesses, keeping boxes of records on site is simply not an option. Consider that doing this means 1) valuable space is occupied by these boxes and 2) if the records are damaged or destroyed, there is no way to replace these paper copies.

In light of this reality, I would like to touch on some of the basic questions that potential clients should ask when considering hiring a records retention facility to store its most valuable asset. Follow these simple guidelines and you will avoid many headaches.

Question #1: What makes your facility safer than storing my records on-site?

This may seem like an obvious question, but your facility should be able to answer this quickly and thoroughly. How resistant is their facility to fire? Do they have sprinklers? What kind of security do they have? Do they have cameras on-site? What kind of an alarm system do they have? Are the records isolated from potential water damage?

Question #2: If I need one of my records, how can I get it?

Your records retention facility is only as good as your ability to withdraw your records from it efficiently and safely. Do they have a courier service? How much do they charge? How quickly can they get your records to you? How safe is their delivery method? Describe a typical delivery – how does it work? Are they bonded? Are all drivers and employees uniformed with photo IDs? It all comes back to safety!

Question #3: Do you have a disaster recovery plan?

A good records retention facility has a disaster plan. What happens if there’s a fire? A flood? A tornado? What is the first line of defense in a disaster? Who can I call if I am concerned about a potential disaster?

Question #4: What are the costs?

While it shouldn’t be the primary reason you store your records off-site, cost is nevertheless a primary concern for many businesses. This is a competitive industry, so be sure to compare prices when considering a facility. A company representative should be able to provide a comprehensive price list of all services, not just how much it costs to store your records. The last thing you need is to be hit with a bunch of hidden charges!

These are the basic questions that customers should consider before making their records retention facility decision. While each customer is unique, and may have demands unique to their industry, these are the considerations that all businesses should concern themselves with before turning over their valuable records to a professional retention facility. In the end, you want them to care as much as you do!