Small and Medium Business Data Backup &

Disaster Recovery Planning Resource

By: Todd Trahan

Disaster Recovery Prevention: How to effectively back up your data and be prepared when disaster strikes.

How To Back Up Your Data Properly

There is one lesson to learn, and only two ways to learn it: The hard way, or the easy way. History proves either way, you will eventually learn it one way or the other!

***The lesson you effectively learn is to always have a back up of your data.***


There are Three types of data:

I. Crucial Daily-Weekly Data (I will easily go out of business without this data)
II. Important Monthly-Yearly Data (I can still run my company if I have to without this data)
III. Pictures, and Movies, Music (Most likely personal data)

There are Three types of backups:

1. Running Local External Backup
2. Stored Local External Backup
3. Offsite or Cloud/Online Backup


Gartner Group, a well known technology research firm, was quoted as finding 43 percent of companies were immediately put out of business by a “major loss” of data, and 51 percent permanently closed their doors within 2 years, leaving a 6 percent “survival rate”.
It’s important to implement and understand backup solutions, or how to properly prepare your business (back up your data) for a computer or hard drive crash, because the crash is going to come. They say there are only a couple guarantees in life, and if you are in business for any length of time, this is one of them.
Knowing how to position yourself and plan ahead can save you from having to close the doors to your business one day, and at the very least Thousands of dollars and days of down time.
We understand that IT techno jargon loses most business owners pretty quickly along the way. We have a pretty simple solution that you will be able to communicate to your local IT company to help them understand exactly what you want to do with your back ups.

Small and Medium Business Data Backup & Disaster Recovery Planning SOLUTION

Back Up Solution:

1. First, utilize all three backup types to safely store your data.

2. Have an incremental back up image up of your computer running on a local external hard drive that includes all your data types (TYPE I, II, and III) from your computer. Make sure there is enough space to store, and also to expand.

3. Have a cloud backup running of all your TYPE I data with a reputable cloud storage company that is HIPAA compliant. This will rule out/exclude (that’s the point) the cheap mass storage companies like DROPBOX and CARBONITE. Depending on how much data this is, you may be able to also backup your TYPE II data this way as well. If you don’t mind the added cost, add TYPE II data anyways.

4. Have a stored local external backup of all your TYPE III data cataloged (movies, music, and pictures). This is like putting a book on the shelf (laying flat so it cannot be tipped over), or in a drawer safe in your library.

5. Always position your local backup drives in a manner where they cannot be accidentally knocked over, or on their side.

How to Recover From the Disaster When It Strikes

If you are the type that has to learn lessons the hard way, then having this information at hand will help keep you from making a bad situation worse.
When a hard drive becomes inaccessible, or your data seems to be lost, most business owners take a series of seriously damaging data recovery steps before they finally get to a place where they should have been from the beginning.

What Usually Happens:

1. The first thing most business owners do is panic and call their IT guy, or local computer repair shop, and give them the drive to try to recover the data (if they are ok with the price).
2. If they feel the price is too expensive, the second thing most do is try to recover the data themselves.

Once they find out that neither they or the IT/local computer repair shops don’t have the proper equipment, environment (clean room), knowledge, and experience to recover data, they seek the help of hard drive data recovery experts.
Unfortunately at this juncture, the damage done by the previous two steps has usually caused more damage to the drive and tragically lessoned the chances of a 100% recovery. This of course is not always the case, but it mirrors the game of Russian roulette.

Business Data Backup & Disaster Recovery Planning Resource

Disaster Recovery Solution:

The take away here is this.
If you have not backed up properly (and remember RAID is not a backup), and your computer or storage system goes down, then quickly follow these three easy steps.

1. Skip the 2 most common steps mentioned above and save your data.
2. Next is shut down your computer or storage device immediately.
3. And lastly call an expert data recovery company first, and quickly.

Now that you have what it takes to protect yourself from a data loss disaster you can rest easy at night knowing you are covered.

Business Data Backup & Disaster Recovery Planning Resource