Where does your computer back up? Or, when did you last create a backup of your computer files?
It's essential to do this on a regular basis. Weekly works well for most small business owners using desktop computers. Daily is necessary when you're working on a laptop computer. More regular backups are important for entrepreneurs who create graphic designs or websites.
It's so easy to overlook this mundane task. No one plans for a computer crash. Much like a car accident, it's an unexpected hit. Having a complete backup of your files is a little like putting your seat belt on - it can minimize your damage.
Have you stored your backup in a safe place? If it's near your computer, you're still at risk. A few of you will have your backup system permanently connected to your computer. The last backup may still be in the system. If someone steals your computer, they'll take that backup, too. It's very convenient for them to have all the stuff they need. A few of my clients have had their computers stolen and they have been grateful to have their backups in a safe place.
Ideally, this safe place would be an off-site location. Some small offices have a trusted employee take the backup home each week. If it must be on site, conceal it carefully. It could be locked in a file cabinet or hidden in the kitchen cupboards.
There are some online backup systems if you travel and may require access to computer files while on the road. There's a monthly charge for this service. Public speakers will often burn a DVD of the files they'll require while away and then be asked to present a second topic to fill in for a speaker cancellation at a conference. They have found that having access to all their files is worth the cost of backing up online.
Take some time to assess how often you need to backup your computer files. Weigh your risk factors against how important these files are to your business. Then decide if you will put a schedule in place that's daily, weekly, monthly - or after the crash.
Elizabeth Verwey owns Small Office Mentors and is grateful for her backup system. She speaks, writes and consults on small business issues. Visit www.officementors.com or call 416-463-1713.