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Backup & Security

Backup & Security


What is Data Backup?
‘Backing up’ simply means making a copy of your most files in case the original copy is lost.

Types of Backup:
There are many ways to backup files like send yourself a copy through email, saving to a USB stick, or keeping a copy on a files server in the office or other devices.  Many companies routinely copy their server’s files to external usb hard drives and one person in the office is in charge of rotating the drives and taking one home.  This is an example of doing a backup and off-site backup.  Tape backup is another type of backup where some backup software on a schedule copies company data to a tape drive on the server and somebody in the office needs to rotate the tapes, label, and store them.  Today a lot of people use a cloud services such as dropbox, and there is many other cloud programs that can sync files from a computer to storage on the internet.

Why would you need a backup?
To protect your work.  Having just one copy of your work is a substantial risk.  How would your business function if this information wasn’t available for just one day?  Data loss can happen in many ways:  Physical failure, accidental error, theft, or disasters like flood or fire.

Growing number of computers viruses are also a risk to business information, they can lock/encrypt files demanding a ransom to unlock your files.  Viruses can also delete and corrupt files.

What data should you backup?
You should think about what you would need to continue working if your office servers, computer or laptop were to be stolen or damaged.  How long has it taken you to collate all this information and what would happen if you couldn’t get it back once lost? These are the key things that you should be thinking about backing up.

What you should know about Backup
The most important part of backup is recovery and time to recover.  Unless you can recover from the backup it useless.  Also how long it takes to be operational again.  Many of the methods of backup mentioned about like tape drives, usb drives may work but are long to recover from.


Why is security important?
The point of having a security plan is to protect that data stored on your systems that falls under your responsibility.  Its allowing only authorized personnel access to what is required for their job role.

When we look at security it fall under two categories; internal and external.

Here are some of things that need to be consider for internal security and why.

File permissions.  Why is this important?  Without the proper file permission design staff may have access to private files.  If all staff can see everything it also means that they can accidentally delete files, corrupt or spread viruses to the whole system.  It’s best to start less access then more.

Passwords The days are gone when everyone in the office can use the same password to make it easy to access computers, or use simple passwords like ‘Password’ or ‘1234’.  Why?  Simple passwords are easy to guess for hackers and can lead to systems being compromised like an email account being taken over and used to spam other companies.  It’s important to think about and design a proper password policy that staff must adhere too

Departing employees.  How long does it take when a person leaves the company to have their account access closed?  What kind of damage can they do before they leave?  Have you ever had a staff member delete email, files, or there company information and their way out the door?

Here are some of things that need to be consider for external security and why.

Example of external threat types:

  • Viruses
  • Unwanted malicious programs
  • Ransomware that can hijack your data and literally demand a ransom to return it to normal use. Like cryptolocker.

Other examples of security areas:

  • Allowing staff to work remotely without compromising security
  • Trouble passing PCI compliance for credit card processing

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