Are your closets and file cabinets overflowing? Do you have files with sensitive customer information that needs to be protected? Does it take you too long to locate important records? If so, it's time to implement a records management system. The good news is that numerous companies have emerged to provide assistance with this vital need.
Having a ghost disk image handy is a great way to reduce business downtime in the event of a vital system crash. The primary ghost disk image provider is Norton Ghost, but another popular contender is Acronis' True Image.
If you're running out of space to store your records and have so much paper that it takes hours to find a single document, it might be time to consider a document storage system. Getting an understanding of document storage services basics is the first step to achieving organization.
Ghost disk imaging happens when one computer's software is copied directly to another computer. Ghosting is very popular for large companies that require the same software program on many computers.
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With an online backup service, however, your important data is transmitted over the Internet and securely stored on a server in a professional data center.
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Having a good system for data storage and remote backup can make restoring data quick and easy in the event of a computer failure. Software used by backup services can provide you with data immediately if you have a system failure, eliminating the onerous task of restoring records from paper copies. It is possible to automate the remote backup process, with information transferred automatically to a secure online site. A daily backup is made of changes to the data, with a full backup taking place weekly or monthly. Software encrypts the data before it leaves your system so that the personnel at the storage site cannot read it.
Computer Crashes Can Be Fatal to Your Business
A computer failure can be a catastrophe for your business. If you cannot access your data, customer list, invoices, or documents, your company is closed for business until you can restore the information. Restoring data can be quick and easy if you have a good backup and recovery system in place. If you do not have a good system in place and have to recover records from paper copies, it will take an enormous amount of time to get back to full working order. In today’s business world, many businesses do not have that kind of time.
Online Data Backup Makes Sense
Having your files stored online can be a great advantage for your business. A backup and data storage service is ideal for doing this job. In today’s fast-paced working environment, being up and running quickly after a problem is vital to getting your work done. Software used by backup services can compress your hard drive into smaller files, do incremental and remote backups, and more. This software can also provide you with the data immediately if you have a system failure or problem. Online backup systems have multiple options to benefit your company’s needs.
Take the Worry out of Backups with Automated Service
Using remote backup software, you can automate your backups and forget about them until needed. Once the software is installed, you set it to automatically back up your system as often as you need. The software does the rest, and your information is securely transferred to an online site. The site allows you instant access if you ever need it. You can set up your software to back up changes daily and do a full backup once a week or once a month.
Keeping Sensitive Data Secure
Backing up your data just makes sense in this world. You never know when something may happen, such as a break-in, fire, flood, or system failure. "Such events can be a company's downfall, with more than 43 percent of firms that suffer a massive data loss never reopening,” according to the Disaster Recovery Journal. The best protection for your business is to be prepared for recovery of your data while keeping your sensitive information secure. Good online backup software includes encryption of your data. It’s even better if the software encrypts your information before it leaves your system so even the people doing the storing cannot see your data.
Using a data backup solution in a business is a must. By utilizing a proper backup solution, a business can avoid many potential pitfalls that will arise when a catastrophe happens. However, there are risks associated with using a solution that requires data to be off-site, such as in a remote backup situation.
Software and Hardware Issues
Many data storage providers use a system of client/server architecture to communicate with each other. While this system makes the entire process more secure, it can also lead to problems of compatibility. Companies that have many different systems and devices may find this backup solution difficult to implement properly because of software conflicts.
The ability to send data has gotten much faster in recent years. However, storing massive amounts of data in a remote location requires a high-speed Internet connection. For larger companies that store many gigabytes of data per month, a dedicated Internet connection may be required to move the data to the storage facility.
Consumers today demand that their data be secured. Having business data securely backed up is crucial for public relations in many companies. Most backup providers will encrypt data once it has reached the storage location, and some providers will encrypt data before it leaves the company. Even though both have encryption implemented, the initial system may be compromised during transmission. Also, for extremely sensitive data, there may be no physical security at the storage facility.
Maintenance Costs Involved
Implementing a backup solution requires lots of resources. Having an off-site solution for data backup means having more IT staff to keep the system running. This is in addition to any added costs for more bandwidth. Another cost is the backup solution itself and the costs related to the company that handles the data storage and backup software.
According to The Yankee Group, 40% of tape backups fail. Data storage/remote backup services have the potential to save companies a lot of time and many headaches down the road.
Remote backup systems offer a convenient, fast, and guaranteed way to automatically save your vital computer data. This contrasts with the older methods of physically storing information on actual tapes and storage devices within a home or office. These old methods had the potential to cost well over $600 to install and several hundred dollars more to operate and maintain. Alternatively, data storage/remote backup services cost only about $90 per month and have no installation or maintenance fees.
Systematic data storage and backup can save a business time and money. Automatic online backup to a remote system is convenient, secure, and reliable. Setting up a system may require a dedicated Internet connection in order to move large volumes of data to the storage facility in an efficient manner. However, if there is a computer failure, a business can access records almost instantly from the remote storage provider. Retrieving records from a remote backup system is a much better option than having to recreate electronic records from paper copies. This can prevent a significant interruption in the operation of the business or even prevent the failure of the business.
The related topics of data storage / remote backup are important for businesses that either want peace of mind for their data or need to keep off-line copies of it to stay in legal compliance. Computer hardware is replaceable, but data is not, which is why you want to choose a reliable remote backup solution as part of your IT plan.
When you don't backup your data offsite, you open your company up to catastrophe since it's now vulnerable to a single point of failure. Hard drive failures are one such catastrophic occurrence, but doing an on-site backup will only solve part of the problem. In the event of an earthquake, flooding or fire, much of your equipment could be damaged or unusable. On-site backup solutions also do not help when thefts occur.
A remote backup storage solution will allow your data to be mirrored in someone else's server cluster far away. Most services allow free trials, and can scale backups from 50 gigabytes to 1 terabyte or larger.
Business.com is an excellent source if you need to learn more about the technical details of data storage / remote backup. To find out more information on either data storage or remote backup, visit the links on the left, which were compiled by Business.com.
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