It’s all too easy so say you have a backup (and wave a tape around as your recovery pass) should problems arise but can you answer the following questions?

  • What exactly is on the tape?
  • More importantly, what isn’t on the tape?
  • Are all possible data locations within your firm protected against loss? Accidental or otherwise.

Most businesses are in a position where one serious data breach or incidence of lost data could mean financial hardship if not financial ruin. Even a small loss that takes you out of action for a day or two could be disastrous. Consider the following simple calculation:

£170 per hour charge out rate x 75 fee earners = £12,750 per hour

or

89,250 per day

This information has been collected, classified, organised and stored in various forms for example:

  • Specific business systems: Client Relationship Management (CRM), accounting and financial systems;
  • Databases: Information about your customers, suppliers, staff, marketing;
  • Internet, Extranet and Intranets; This information may not necessarily be on site;
  • Archived information: Older information required to be maintained due to compliance.

So, where should you be looking? How do you identify your data assets? The sample list below is a good starting point and should help you to get the process underway.

  • Data drives on servers and network attached storage;
  • Dropbox, Owncloud, Onedrive and other online locations;
  • PC and laptop hard drives;
  • Locally in My Documents or on the desktop;
  • USB drives and pens;
  • CD’s and DVD’s;
  • Staff mailboxes;
  • Public folders;
  • Personal email archive files stored locally on PC’s and laptops;

The information created, used, stored and transmitted by your firm is probably one of its most important assets. So, as you can see, it is really important to find out where your information is being stored and protect that information properly.

 

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