Why Is It Important to Backup Records?

By Chad Perlmutter | January 13, 2015 | 5 minute read

Ensuring the safety of your business’s critical information through meticulous backup records management can be the key to its success. The more time you spend figuring out what data you need to back up and how you’re going to maintain it, the easier it will be to get your business up and running in the event of a failure or natural disaster.

Furthermore, as your business grows, you need to be sure that you have copies of all your business documents. You must understand the proper retention times for each type of document to ensure that you don’t expose your company to litigation risks or issues if you are ever audited.

The Importance of Backing Up Records

Records encompass a wide range of critical data, from financial records and customer information to important documents and intellectual property. Without a reliable backup system in place, the risk of losing these valuable assets to unforeseen disasters, hardware failures, or cyberattacks is significant.

The consequences of such losses can be catastrophic, leading to financial setbacks, legal complications, and reputational damage. Therefore, a well-organized and routine backup strategy not only ensures the continuity and resilience of your operations but also provides peace of mind. You’ll know that your data remains safe and accessible even in the face of adversity.

Determining Which Records to Back Up

The most critical part of any backup system is determining what files to keep, what files to store, and what files to destroy.  Clearly defining these three segments will help you figure out what system you need to use, and the best ways to store it.  Here are four things you need to think about before categorizing each file or record.

1. Are there any legal requirements (federal, state, local, or otherwise) for retaining the record?
2. Is there any reason to keep any records past their useful life? If you can use it to support or oppose a position in an investigation or litigation, it might be a good thing to hold on to.
3. If the record was lost, what are the consequences? This is especially important If the item was mentioned in a lawsuit, and then suddenly destroyed.  Make sure that you don’t have a perceived idea that any record was destroyed deliberately.
4. Can you reliably reproduce it from any other source, including info that’s available from public libraries, an online source, a database, or centralized files?

Once you have determined what files you should keep on hand, which files to store, and which files to back up, you need to select the right backup system for your business.

Backup Records Using These Types of Backup Systems For Your Business

You should always have a backup of your data. If you don’t, then time is of the essence. Create a backup of the data immediately. Then, store it on a secondary drive or upload it to a cloud storage service.

If you looking for a solution, we have professionals who can guide you to the service that might work best for you or your business.  You have several options at your disposal:

• Cloud Storage – Online storage of records. This is commonly known as cloud storage or cloud backup. We maintain your documents on our servers to prevent the need to maintain your own server.
• Records Retrieval – Get the record you need when you need it. We provide consulting to create a total records management system. The goal is to put all of your valuable information in an easy-to-find system.
• Backup Tape Rotation – Backing up data to a tape and then storing it in a secure, offsite facility. We will set up a schedule to pick up your tapes. Our tape storage facilities are climate-controlled and monitored to keep them safe from natural disasters and theft.
• Disaster Data Recovery – Good practice for data recovery mandates that you keep a copy of your data in a secondary location. You can back up your data on physical media and take it to our media vault. Additionally, you can save your data using a cloud backup service.
• Offsite Records Storage – Keeping a physical hard copy at a secure off-site facility. Similar to our tape storage facilities, our records storage facilities have fire-suppressant systems, climate controls, and 24/7 monitoring.

In conclusion, any of these options will help backup records and keep you protected from unexpected failure. Don’t wait until it happens to make a change.

Easily Backup Records With Services From Record Nations Today

Record Nations provides document and data management services via a network of highly specialized partners nationwide. We have over 20 years of experience in document and data management services.

Record Nations works with a team of professionals who provide reliable data backup solutions for your business. In addition, we can help you convert your paper records to digital copies by scanning the documents for you. To get started, fill out the form, or give our experts a call at (866) 385-3706.