How to Prevent Data Loss From Happening On Your Company Computers
When it comes to business, time is money and wasted time means a wasted opportunity for revenue. Therefore, when data loss occurs on your company computers not only is your business wasting valuable time that could be used for productivity, but also valuable information has been deleted and may be irreplaceable.
Data loss can mean detrimental things for your company in the event that the data lost is essential information. Fortunately, data loss can be preventable. Many businesses and organizations have a means of combating against data loss or preventing it from happening.
Here are some tips to prevent data from being lost on your company's computers:
- Backup your files
Even on home computers, backing up your files is essential to preventing data loss and losing important information. Store your files and documents in separate locations such as an external hard-drive or flash-drive. And then, for extra safety, create backups for your backups as not all technology lasts forever and can easily become damaged with age. Therefore, store your files on an external device regularly, but also be sure that that device is still working.
- Be cautious about email attachments
In some cases, email attachments can contain viruses, but even when they don't, an attachment can cause your computer to lose data as your software saves the attachments in the same locations of your other files. This can be detrimental if the attachment and your file both have the same name and therefore your data may be overwritten by the attachment and lost. Set your email to save the attachments to a different location or be sure to rename the attached file before you save it to your hard-drive.
- Don't store files in the same location as your operating system
When a virus infects your computer, it affects the operating system which requires a reformatting of the drive and a reinstallation of the system. If your files are saved on the same hard-drive, such as your Documents folder, and a virus infects the operating system then all of your files will be lost when the system is reinstalled. Therefore, keep all of your documents on an external drive such as a flash-drive with an additional backup in order to keep your files from being lost or deleted.
- Keep hard copies of documents
In order to keep data from being completely lost, keep hard copies of the documents. However, because hard copies can easily build up in an office or become lost themselves (of all paper documents, 15% are misplaced and 7.5% are completely lost according to the Gartner Group), it's good to consider utilizing the document management services of document management companies.
Document management companies can provide document storage as a means of keeping your personal information safe, secure, and accessible to your business. Additionally, document management companies can provide you with electronic management systems which enable your business to access documents online at-will without the need to scour through files. They also assist in managed print services, which helps your business know how much paper it's using, how it may be wasted, and how it can manage the quantity.
Be active in the prevention of your company's data loss. Data loss may seem improbable to a business that has not experienced it before, but it's unfortunately likely to happen unless the business uses a backup drive, is wary of attachments, saves files elsewhere than the operating system, and utilizes the services of document management companies.