In the previous installment of our “When Disaster Strikes” series, we went over steps for identifying and protecting records. Now we’ll discuss in more detail how to back up electronic records in need of protection.

Large organizations typically have secure electronic storage and backup systems that support continuity of operations in the event of a disaster.  As previously noted, it is important to test these capabilities on a regular basis.  For smaller organizations, it is important to properly research your needs and create tools and a governance process that fits the needs and budget of the organization.

For very small organizations, it might be practical to back up information on a regular basis to a portable device or multiple devices and remove them the device(s) (a safe distance) from the business premises on a regular rotating basis.  Storage devices have become much smaller and more reliable in recent years making this a viable option.  The device(s) can then be stored either at another facility that belongs to the organization, or at a commercial off-site storage facility.  Many of these facilities offer pick-up/delivery services as well.

Where the amount of information is beyond the capability of portable devices, a remote storage service is the likely option to be explored.  When selecting a secured electronic storage service, it is important to examine your needs and the prices and options available.  The first set of options to consider is the frequency of backups.  Backups can typically be scheduled on a daily, weekly, or monthly basis.  Some services also offer an on-demand option and now services also are offering automatic or constant updating, where files are updated as they are saved.  Some even offer versioning so you can access previous iterations of a file.

Remote secured storage frequently has the option of remote accessibility. This can apply beyond operations during and after disasters.  Remote accessibility makes your information accessible when and where you need it.  As with most network or shared drives, you can choose who has access to what files and folders.

Security options vary from service to service and might include user name and password authentication, encryption (128 or 256 bit) and internet protocol such as secured socket layer (SSL) or the recently implemented Transport Layer Security (TLS). Some services run on redundant server grids and some also have data centers with 24/7 staffing and backup generators to ensure access to your information.  As with any service where your records or information are in the custody of others, you need to review the terms and conditions of the service carefully to make sure you understand any issues that pertain to the ownership and use of the information and your costs and ability to remove it from the service.   If you have any legal or regulatory obligations that may restrict where and/or how you store your information, you should have those reviewed as well.

Conclusion

Records and information management is not a topic high on many business leaders’ list of things to think about, but when it is, it is usually after their business has suffered a destructive blow from a storm such as Hurricane Katrina or Hurricane Sandy, and then it may be too late. Year after year, events like those mentioned here have put the spotlight on the problems and heartache caused by not protecting your vital records from damage and loss.

Every business or program must set well-defined objectives for records management that will add value to the bottom line or toward the achievement of the organization’s goals and objectives.  Start today to safeguard the records that are vital to your organization’s survival.

Contributed by: Tod Chernikoff, CRM CIP, Senior Records Manager, Cadence Group

Tod Chernikoff is a Certified Records Manager and Certified Information Professional.  He is Subject Matter Expert in the records and information management field with almost 20 years’ experience.  He has led records and information management programs in both public and private organizations, as well as serving as a consultant to a wide range of public and private clients in the US and abroad.

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