If your company permanently lost all data, it would have a 60 per cent chance of going under. Did you know on average, it takes 21 days and £12,000 to recreate just 20MB of lost accounting information? It is crucial to your business’s survival to back up data and form a disaster recovery plan, now more than ever.

What is remote data back up?

It’s essentially an insurance policy for your company’s day-to-day and organisational information. As you work, your data is sent over a secure line to a protected databank, and can be retrieved in part or in whole, at a later date.

You have a 1 in 25 chance of having your laptop stolen, broken or destroyed, every year.

No matter how careful you are, it can and does still happen. When an MI5 agent’s laptop was stolen in 2009, the counterintelligence agency assured the public that the data was encrypted. Aside from password protecting and backing up data, it’s a good lesson to use a virtual private network (VPN). The laptop would act as a terminal, not holding vital data as it would securely log-in to the company’s network after authentication.

50 per cent of critical corporate data is stored unprotected on desktops and laptops.

Without password protection or even encryption of the data, the possibilities of damage aren’t just caused by undercover spies and petty thieves, but users on a network with access to files in the common drives.

The cost and time to recover a typical SME’s data.

One Megabyte (MB) is about 500 pages of text. With this in mind, think of the costs:
19 days and £10,700 to recreate just 20 MB of lost sales data
21 days and £12,000 to recreate just 20 MB of lost accounting data
42 days and £61,000 to recreate just 20 MB of lost engineering data

10 years later and 500 times larger…

Did you know your computer stores 500 times more data compared to 10 years ago? This increased capacity amplifies the impact of data loss. If your company uses computers and servers older than five years old, with today’s demands on the hard drive and CPU, the chances of disk failure are higher.

Only 34 per cent of companies actually test their tape backup.

Of the 34 per cent of companies that test their tape backup, 45 per cent find failures in recovering data. Think of the 66 per cent of companies that have never tested the system they trust to recover their company from disaster. When was the last time you checked tape drive?

60 per cent of SMEs collapse after losing their data.

According to a recent report by the National Computer Security Association, within six months, 60 per cent of SMEs dissolve after permanently losing their data. It’s a sad and avoidable statistic that can be combatted with a disaster recovery / business continuity plan.

Only one third of companies have a disaster recovery plan.

Does your company have one? It should form part of your systems and training process within the company. You can start today by jotting down the following considerations: how can the company continue to operate without data (do you have backup, printouts, etc?); what information is essential and what can be replaced?; how much money does the company lose every day it’s down?; How can you decrease the likelihood of a disaster (how often is the equipment checked and tested)? What steps should you take to resume business as normal after a flood, server failure, etc? Remember, essential data is more than just documents and spreadsheets. Think of the configuration settings, user names, passwords, serial codes and licenses, to name a few.

Tape backup went out with Windows 98.

It’s widely agreed by businesses to be unreliable, prone to failure and not secure. Added to this, how often is the tape changed, duplicated for contingency, taken off site, stored in a secure place, password protected and tested? An automated off-site online backup system also removes the chances of human errors.

66 per cent of small businesses are worried about their disaster recovery plan.

The 66 per cent of small businesses that have a disaster recovery plan and data backup are worried that it has significant vulnerabilities. The concerns include equipment reliability, security of data, and staff. It’s not wise to make one person responsible for the entire recovery of your IT infrastructure. If they were to leave or go on holiday, it would cost your company a lot in wasted time and money.

22 per cent of computer users would like to back up their data.

22 per cent of computer users would like to backup their data and won’t get around to it. With over 17years experience in writing disaster recovery plans for our clients, we know the best time to back up your data will always be now.

Research supplied by On Line Computing

Small business owners must take precautions in order to prevent fridge or freezer malfunction due to a loss of power during the hot summer months, says insurer RSA.

Even a small incident or power cut lasting only a few minutes could potentially prove costly for business owners.

UK consumers spend £5 billion on frozen food every year, with caterers using a further £2.5 billion of frozen goods. Small businesses, including grocers, petrol station owners and newsagents all rely heavily on fridges and freezers to store goods on site.

It is crucial for business owners to have and maintain back-up generators for all fridges and freezers, in order to prevent goods from being ruined if the main electricity supply is cut or damaged in any way.

To reduce the risk of having a large fridge or freezer related loss, business owners should:

• install and maintain back-up generators;
• install temperature controls and alarms with remote signalling to inform the owner that the unit is gaining or losing temperature.  Alarms are available to ensure temperature range is sufficient for the type of stock being stored;
• if practical, keep a spare storage fridge or freezer to transfer goods into in the event of a problem;
• train all staff how to respond in the event of a refrigeration unit breaking, including how to start the back up generator; and
• determine at what stage of defrosting stock is considered beyond use.

David Greaves, SME trading director at RSA, said, “Businesses need to take precautions, especially during the hot summer months to ensure they are maintaining all electrical equipment on their premises. If a fridge or freezer breaks down, they may have to throw away stock and then replace it all. Following RSA’s risk assessment guidelines could save small businesses significant unnecessary cost.”

Aviva has launched a new insurance policy that protects the specialist electronic equipment of SMEs.

The cover, which excludes computer equipment for which a separate insurance policy is available, provides protection against the loss, or damage, to any electronic equipment that performs processes, monitoring or control functions, or audio or visual activities. This could include recording, storing and broadcasting equipment, general office equipment, manufacturing control or monitoring equipment, security systems or medical scanning and diagnostic equipment.

Likely claims may include accidental damage to audio-visual recording equipment and data loss, malicious damage to plasma screens, theft of projectors or LCD screens, and the breakdown of medical equipment or machine tools.

Gary Thom, senior engineering underwriter for Aviva, said: “With continuous advancements in technology, we have introduced a bespoke electronics product to provide specialist markets with robust insurance cover for complex electronic equipment.”

“Electronic equipment can be covered under ‘Machinery’ or ‘Contents’ sum insured on a standard ‘Fire and Perils’ or ‘All Risks’ policy but, when it comes to technical products a business could lose out in the event of a claim if it failed to have adequate cover that fully met its requirements.”

The comprehensive cover can be extended to include full breakdown, use away from the premises and hiring out of the equipment. Other features include full theft cover without the need for forcible and violent entry, additional equipment up to 25 per cent of the sums insured, cover for anti-theft devices, incompatibility of software or programs, repair investigation costs, temporary repair and virus checking and costs for destroying viruses, as well as cover for electrical waste and electronic equipment disposal.