Protecting data from Mother Nature

Many businesses are witnessing a massive increase in the volume of data on their network due to media-rich applications and an increasingly paperless society. A loss of this data due to a natural disaster could be crippling for businesses of any size. In fact, 80 percent of companies without a well-conceived disaster recovery strategy go out of business within two years of a major disaster, according to the U.S. National Archives and Records Administration. This is why many businesses are developing a customized plan to deal with the aftermath of a natural disaster.

Erich Rahm is a business technician for Socket, a Missouri-based telephone and Internet provider. He believes the first step in developing this type of plan is determining what steps should be taken in the event of a natural disaster.

It's crucial to have a security policy in place, but if staff members aren't aware of how and why it operates, the policy's strength will be diminished.

“Business owners should start by assessing the risks in their area,” said Rahm. “Find out what natural disasters are most common in the community and anticipate emergencies that might affect the company both internally and externally.”

Weant also recommends changing passwords frequently and using passwords that aren't easily guessed.

One of the most common causes of all business-related disasters is fire. Every year, fires cause thousands of fatalities and injuries as well as billions of dollars in damage. Most businesses already have plans for employee evacuation in case of a fire, but many have not yet considered how they will protect their data. Facilities should be inspected annually for compliance with fire codes and regulations, as well as the safety of technology and data. Many businesses also back up data at an off-site storage facility in case of fire or other disasters. By doing this and regularly testing backup procedures, businesses will be one step ahead of looming threat of data loss.

Flooding, earthquakes and tornadoes also have the potential to cripple many businesses across Missouri. Damage from these disasters can be quite extensive. In addition to backing up data at an off-site facility, businesses should also carefully consider where to place essential equipment. The easiest way to evaluate whether a facility is prepared for disasters is by conducting a room-by-room walkthrough. Large equipment should be anchored or stored on lower shelves. In addition, technological equipment should be elevated off the floor to reduce electrical hazards.

Every company should start by assessing risks and then building effective response capabilities. Hold a security audit to expose strengths and vulnerabilities within the network as well as give a complete overview of an organization's security requirements. Sometimes this requires a fresh, outside perspective.

After ensuring the safety of a business’s equipment and data, it is important to review current coverage with an insurance provider for such things as physical losses, flood coverage and business interruption. A home business may need two flood insurance policies: a home policy and a separate business policy. Find out what records will need to be provided to the insurance provider in the event of an emergency, then store them in a safe place both on and off site.

When a disaster does occur, it takes the entire company to restore a business back to normal. The Federal Emergency Management Agency recommends that every company have a crisis management team that meets regularly to evaluate current procedures. The team should consist of a cross-section of employees with expertise in daily business operations throughout the organization. During planning sessions, establish a succession of management and discuss possible emergency scenarios and how each individual should react.

“Delegating responsibilities in advance should save time and avoid confusion in the event of a crisis,” said Rahm. “Planning how to quickly respond to natural disasters can greatly improve a business’s chances of recovery.”

Building a business takes years of hard work and without an emergency plan, all of it can be taken away in the matter of seconds by a natural disaster. While it’s nearly impossible to anticipate and plan for every possible hazard, planning ahead for the worst-case scenarios takes a relatively small amount of time and effort compared to the blood, sweat and tears owners put in to establish and maintain their business. Ultimately, those who take the time to follow a few small steps have a greater chance of keeping their doors open after disaster strikes.

Socket Tech Talk is provided as a service to distribute general information concerning technology-related topics. Please consult your local computer expert for information specific to your situation.