March 31 is World Backup Day. Why March 31? Because you don’t want to be an April fool according to World Backup Day’s organizers.
Human error, equipment failure and theft are just a few ways your organization could be at risk of data loss. Today, no firm or company can afford to be without a cybersecurity risk management program. If you’re like most CPAs, this is not news to you. In fact, if you’re somewhat of a data backup fanatic, you might already be paying for secure offsite storage of paper files as well as digital backups. Still, experts say even the most diligent often have gaps in their backup practices. Let’s look at some of the most common considerations and how to address them.
- Do you know exactly how to retrieve your backups? For starters, knowing the person in your office who you think knows how to retrieve your backups doesn’t count. Knowing the name of one of your cloud backup vendors is not enough. Retrieval is an often underdeveloped but equally important aspect of backup planning (see #5 below). Unfortunately, there’s no single, all-encompassing solution for backing up your systems. Even in a small firm, you’ll likely need three or four different backup systems. Tax preparation, bookkeeping and auditing software packages often have integrated, cloud-based backup options. There’s the information on your office network and server(s)—here you can choose a cloud-based solution or an onsite backup system that updates each night. Then you have your desktop and laptop PCs. And, finally, you have smart phones, tablets, watches, etc. Organize your retrieval information for ALL systems and test it—like a fire drill. If your test goes off without a hitch, you can skip the rest of this post.