backup

One of the many ripple effects of the events of September 11, 2001 was the loss of
information stored on computers. It may seem a minor matter compared to the
devastating loss of life, but as people started to put their lives back together, the
availability of information destroyed was quite important.
Here are a few questions for you:

1.        Do you regularly back up your computer files?
2.        Do you store your back up off-site?
3.        Do you test your back ups by restoring a sample file from your back up? (Just
because the back up says it worked doesn't mean it did.)
4.        Assuming you have backed up your computer files, are there documents you
really need to have access to that you didn't create?
5.        Do you waste a lot of time looking for paper files when you don't need
originals, but merely the information from the file?
6.        How much time do you have invested in customizing the options of your
software?

So what do these questions mean to me? Well, we all know that a computer system
can (and will) crash for a variety of reasons. Restoring a backup file is a lot more
effective and less expensive than hiring a computer consultant to restore your files.
Setting aside the need to know your calendar, deadlines, client contact information,
firm and accounting records, billing information and current work product, what
about your old work product? Assuming you can reconstruct your current work, what
about the years you spent building procedures, training manuals and a forms
library?

Will your back up do you any good sitting in the office when the office is affected by
a flooding toilet two floors up, a fire, explosion, burglary or disgruntled employee
(have any of those?) You'll need to transmit or transport your information offsite.

Now here's the zinger! Assuming you follow sound procedures regarding backing
up the electronically created work, what about all the other documents in your
office? The signed retainer agreements, letters and documents, your notes from
discussions with your clients and others (those ever come in handy?) and anything
else that could be quite important yet difficult to recreate. How will you even know
for sure what you are missing? The answer? Scan everything of importance that you
don't already have in electronic form and back it up. The beauty of scanning
everything is that you can set up an electronic copy of the client's file. How much
time is wasted in your office looking for files when all you need is a simple answer
from the file? You can pull your client's file in a matter of seconds and be able to
discuss it during the first call instead of having to admit you don't know what's going
on with the file off the top of your head.

Here's another one for you: How much time and aggravation do you have invested
in your software settings? Sure, you can get replacement software if you don't back
up your entire system. The trouble is recreating the wheel when it comes to
everyone's customized settings of the software. You will not want to do a partial
backup.

There is no time like the present to review your disaster plan. Disasters can be as
small like a misplaced file or as catastrophic as the total destruction of you office, or
even death or incapacity. What is your plan?

* Success Coach, Shaun Jamison, assists professionals add to and maintain their bottom
line.