Can you work from anywhere?

Never before has the ability for small businesses to work remotely been more important. Between flu epidemics, the qwest to cut costs in a difficult economic situation and even natural disasters have made it more important than ever to be able to work remotely.

Many businesses are developing contingency plans and continuity of operations plans to keep their businesses and operations going if and when critical employees are out. It's always a struggle to enable continued productivity without a full workforce or if a key employee is unable to be physically at the office.

Is your business prepared? If you aren't familiar with or utilitizing technologies such as remote access or smart phones to stay connected whether you are sick, travelling or prevented from reaching the office due to other issues then let us help you get prepared.

Small Business Server is a platform which offers Remote Web Workplace, Exchange Server and Sharepoint. We are small business experts and we know how to get you connected remotely. Through Remote Web Workplace you can connect to any workstation on your network. With Exchange Server you have Outlook Web Access from a remote computer or your smart phone. Sharepoint allows you to share documents via the web. If you aren't using Small Business Server then there are other ways we can connect you. Don't wait until you have to be remotely connected, it may be sooner than you think!

Are you prepared?

Where did my data go?

For years we use the same computers without a failure. We are hypnotized into thinking everyday we will turn on the computer and our data will be there. We may even get spyware or viruses regularly but for the most part our important data seems secure. If you have never lost data, you will unless you become relentless about insuring it gets backed up and you monitor and test your backups religiously.

Thank goodness tape drives have pretty much faded in to the sunset. If you haven't figured out that they aren't very reliable then you've been lucky. If you are still using a tape drive for backup, switch before you wish you did. USB drives are cheaper and faster and online backups provide peace of mind when it comes to offsite storage.

But, just because you think you may have a solid backup strategy, don't take if for granted that it is working the way it should. Murphy is still alive and well today. If there is a way for your backup strategy to fail your critical data, it probably will. Here are some recommendations:

Create a disaster recovery plan and document it. List programs, directory structures, permissions and security, critical programs, serial numbers, installation keys, domain name registration information and all other important information needed to rebuild your working environment. Include remote access procedures, websites, ftp and web folders, online services you use with login instructions. Include a plan to redirect email and other critical services such as fax services if those servers go down.

Never have just one method of backup. Always have more than one reliable backup method. One method should be a local backup for quick retrieval of data and the second method should be portable or using an online service for keeping a backup offsite.

Make sure that you have an offsite backup to protect against theft or fire. Thieves will take attached drives and firemen won't let you back in a burned building to retrieve things from a fireproof safe (at least for a while).

Securely store your mission critical software installation disks with serial numbers or installation codes where you can get to them in the event of a catastrophe. You'll need them to reinstall on the replacement hardware.

Periodically check your backups to make sure critical files and folders are being included. Full system backups are best so you don't overlook some data to include in your backup.

Test your backups by doing a restore of your data to verify you can actually get to it.

Use synchronization software or native copies of mission critical data to easy to get to locations. Can you wait until that server is rebuilt and the backup software reinstalled to retreive data from that backup set? Simple file copies from easy to get to locations can reduce a lot of stress.

Use an online backup service but only as a secondary means of backup. These services are relatively cheap and provide great peace of mind in storing backup data offsite but make sure you test it and insure you know what is being backed up.

Review your backup strategy continually. Monthly is not a bad idea to make sure your strategy is up to date, critical data is being included and your backups are working.

Don't forget to include your email, contacts and calendar data from Outlook in your backup strategy. If you are archiving Outlook data like you should be, don't forget to include the archive data too.

Review the locations of company and personal data. Often times network shared company data gets backed up but users who keep important data on their local workstation lose data more often because workstations aren't generally being backed up.

There is hardly a worse feeling than knowing you have lost valuable data and can't recover it. By following these tips you can be confident that your data is safe and you will sleep much much better, I promise!