Surviving Computer Disasters

by Peter Forint, BA, MBA

Computers are integral parts of modern business and personal lives. Having worked with many Information Technology companies over the past twenty years, I have heard plenty of horror stories about computer disasters. Some were caused by faulty hardware or software, and others by human error or outright maliciousness and illegal activities.

There was one business that was very diligent about backing up their computers with tapes, only to learn the tapes were not working properly when they needed them. Another kept their backup tapes right above their server and when they had a break-in the thieves took all the backup tapes too.

So among the first questions I ask my new clients is "How are you backing up your computers?"

No matter the answer, I ask that they review their backup procedures with their IT service provider, and if they do not already subscribe to an on-line data backup service, I strongly recommend that they do. Fortunately, I follow my own advice, recently saving me a lot of grief, as I will describe below. But first for those who are not familiar with on-line data backup, let me explain.

On-line data backup services can automatically back up your computer to secure data storage servers over the Internet. They provide safe, secure, remote backup of all your computer folders and files and allow you to access them over the Internet from any computer. For a reasonable subscription fee that any business or individual can afford, your data is be backed up to the same standards as the world's largest corporations. Of course the top tier providers back up their systems in many ways and in many locations, so even if one of their facilities is destroyed, they have others to back themselves up.

Last month, in the middle of some heavy project work, my laptop had a notorious blue screen of death. I couldn't get it to reboot, so I called technical support who confirmed the hard drive was dead, and needed to be replaced.

Fortunately, my on-line backup system was configured to do an incremental backup every day and I lost less than a day of work. In minutes I was able to download the current files I needed to a USB key from another computer. I borrowed a laptop while mine was being repaired, and was back in business with barely a hiccup. OK, I admit, that's an exaggeration, but I can tell you that I was able to sleep well that night knowing I had access to everything.

I am also lucky that Wardell uses a Microsoft Exchange e-mail server, hosted by our service provider (www.i-worx.ca), that allows me to access my e-mail from any computer, not just the Outlook client on my laptop.  I love that feature.

However, it was not all a bed of roses. Admittedly, my love-hate relationship with Microsoft is in hate mode right now, as I use Business Contact Manager (BCM) for Outlook, and learned the hard way that it does not synchronize and backup the way the rest of Microsoft Office does. BCM uses an SQL database that they bury somewhere in hidden files, and my BCM information may be gone forever.

In conclusion, the effects of computer disasters can be greatly reduced with a little planning: 

1. Review your back up and disaster recovery procedures with your IT service provider.
2. If you do not already have one, subscribe to an on-line data backup service. (I use www.mozy.com, but ask your IT provider for their recommendations.)
3. Ask your provider about Web access to e-mail.
4. If you use BCM for Outlook, consider alternatives!

Of course, if your business uses server computers you have an entirely different level of complexity, but the recommendations above still hold.

Now is also a good time to consider what other business interruption and disaster recovery plans your company needs. Ask your commercial insurance broker or check with your local industry association and chamber of commerce for planning kits.

Peter Forint is Regional Vice-President with Wardell Professional Development, a business coaching and consulting organization serving owner-managed and family run businesses. Email: peter.forint@wardell.biz, GTA: 416-290-5718, Toll Free: 877-290-5718. Learn more at http://www.peterforint.com.

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