Proper and economical data storage is critical in today's culture. Litigation is growing faster then data storage avenues are able to be developed to meet this growing demand. Information and data are growing in multiples that stagger the mind today; security and integrity are vital.
Please remember we are not in the business of offering legal advice or IT advice; we only offer suggestions that should provoke your thinking to action as you review this area of risk in your organization. Please check with your IT and legal advisors before you complete your plans for this area of risk.
Nowhere in IT is the growth so fierce and the change so rampant as in the areas of data storage today. The impact of this is felt throughout the business world as we all deal with the growing number of regulations that impact how and what types of data that must be retained, as well as understanding how to deal with the barrage of emails that must be kept and archived. Then there is the growing demand of how and when to integrate large multimedia files into every aspect of your organizational data and its storage. Increasing the efficiency and ease of turning all of that stored data into useful, actionable information while leveraging the current investment in the existing storage infrastructure can make the organization more agile and profitable as it works to meets the demands of today's culture and itd own financial constraints. It can make the difference through an economical and timely response to an opportunity when a window is open, or when it is missed, find the opportunity is a closed door. It has also been so well stated that if the organization does not properly care for their customers, someone else will.
Here are some suggestions that may assist your organization.
Security issues
Most documents that pertain to the corporate nature, the formation and ongoing aspect, legally or for your organization, should be kept indefinitely. Thus there should be more than one copy. In the past, people have relied on paper for this, but today paper is not always dependable. It is costly for data storage, fades, molds, burns, and can be stolen, lost, or destroyed by water. A more economical way today is to make a digital copy with several backups that are kept at more than one location. The added security issues for digital copies is virus protection since this can contaminate each and every copy as well as employees or other people, whether it was intentional or accidental destruction or contamination. Sometimes the machine that is to make the copy did not do so, leaving blank data. Checking for existing data and its integrity with a regular and systematic schedule is critical for this to be done properly. One may ask, how often should backup of data and its verification be done? That would depend on the type of data, how often there are changes to it, the size of the file, and how difficult it would be to replace if lost. The theft of organizational servers, hacking of data when someone is online, is real today, and should not be thought of lightly. Some religious organizations today have already had to deal with people harassing those who are connected with the organization by having their personal information on file, like credit card numbers, checking info, social security numbers, driver's licenses numbers, address and other such info deleted, trashed, or having to deal with identity theft in some cases. The result of all of these today can cause real litigation issues to descend upon the organization in very painful ways.
1. Ask yourself: how is your backup plan working to protect your security?
2. Ask yourself: how safe is your server?
Many times I see little or no protection for these machines and their data. Paper files can be just as easily obtained or stolen. Servers are often set right out in the open without alarms on them or proper pass codes. Firewalls are sometimes not even known about, today, by some organizations. The culture of today can make very fast criminal work of your organizational data.
If you need assistance or consultation with security issues, call us; we have networked with individuals and companies that can assist you in very economical ways. A small amount of time and money could save your organization a lot of painful litigation or other financial loss.
Recently a church that we know of had a person break in and take the church's main server with all kinds of data that related to those people who were connected to the church. Shortly thereafter, they found some having to deal with identity theft, loss of funds, and credit issues. Internal issues in the organization can be just as real today. Therefore, it is vital to check the backgrounds and referrals of those whom you have employed to care for this important area of risk.
Practical suggestions that can save time and money.
1. It is more economical to have one server with all data stored on it and protected than many computers throughout your organization with bits and pieces of your data for each department or area. The computers throughout the organization should only have programs on them; they would just access the data from the main server. Thus the lost of one of a computer which is not the server would result is no loss of data--if each is properly pass code protected. Each computer and user should have their own pass code for security reasons.
2. A copy of backup data must be carried off site if it is to be properly protected. Sometimes this is forgotten, sometimes the person loses it. A secure and safe way to do this today is an overnight backup of the day's work to a secure location over a secure internet connection. This can be done for pennies a day in most cases. If you would like information on this, call us for assistance on this. Toll free 877-471-7997. We also provide each commercial client with the opportunity to complete an inventory of their personal property (contents) and scheduled property in excell format, a copy which each is responsible to keep updated. This data is stored in a safe place at no charge as a service for our clients. Each update sent will overwrite the previous in order to be sure it is virus free and does contain the data. This will be of great assistance in the event of a claim and will speed the claim process for you.
3. An alarm can be very economically installed for your server in case an unauthorized person should attempt to remove it or open it, and it can easily be tied into your central station alarm system.
4. No people should be allowed to install programs except authorized people.
5. No person who is not authorized because they do not have a pass code should be allowed to operate a computer.
6. Keys, pass codes, and alarm system info should be allowed to only an approved few for security reasons.
7. Systems should be checked for viruses on a regular basis.
8. Systems should be checked for maintenance on a regular basis.
9. Firewalls should be checked for maintenance on a regular basis.
10. Equipment updates should be reviewed regularly so that things are operated properly and efficiently. Sometimed outdated equipment can cause you some real security issues. It can also cause some expensive down time. If you need a good referral for IT services, call us.
11. Lastly, it is important to have a reliable secure internet connection today for security reasons. If you need help with this important area, let us know; we know those who can help you with almost any type of internet connect. Because of our connections with networked companies, you will usually realize savings as a client of ours.
This has not been designed to be all inclusive or exhaustive on this subject, but to be enough information so that there should be some for all types and sizes of clients, so that they will be able to be prompted to action before a painful loss should happen.