Companies should identify employees that can help with a disaster recovery plan.

Effective data backup demands delegated responsibilities

Stephen Perkins

No one knows when a disastrous event may hit a company. Data Center Journal said just because disaster has not struck a company yet does not mean it never will,so businesses need to take the time to plan out their disaster recovery and data backup plan. The first priority for any plan, the website said, is to figure out which employees will play the roles in disaster preparedness and recovery exercises to help keep the system as secure as possible.

"A team of second or third-line employees will be assembled as well in case the primary force is somehow unable to carry out their tasks," the website said. "All the key contact details will need to be compiled and distributed to designated personnel so everybody stays in touch."

Once the list of personnel is created, Data Center Journal said the backup solution should be purchased with files being digitized, duplicated and stored outside of the walls of the company. The plan will only truly work if the company practices and drills, so organizations must be sure to properly figure out how the data backup and recovery will work before it is too late. With proper execution of a plan, a business can go from losing it all to having their sensitive data safeguarded and kept for use once they are back on their feet after a disaster.

Keep data accessible
Information Management said simply placing documents in a backup program is not enough to be able to find them if problems really do start happening. With modern technology, businesses should be able to access information from anywhere, so companies need to figure out a system where they can always access sensitive or important data in a pinch.

"If documents are no longer viable, securely discard them. Next, classify information by department and make sure file names are standardized to eliminate confusion, regardless of who is searching," the website said. "Once data is organized, implement hands-on training for all employees. Simply issuing a policy memo is not enough. When stakeholders have the ability to learn the process and ask questions, they are more likely to buy in."

The lifecycle of the data must also be known, such as when it was created and when it can be destroyed as part of compliance rules. Businesses that have this in place have another important cornerstone of any disaster recovery data backup plan, according to Information-Management. Every department should look at its documents and data and be able to take stock of where it should go and how important it is.

Categories: Data Protection, Disaster Recovery