Companies should have repeatable and clear process for data back up in the entire network. The procedure should be followed through faithfully. This method can be considered as the basis for any disaster recover plan. Copying data to cheap DVD media should be an affordable thing to do even for the smallest company. It is basic and has near zero cost implications. Best of all, this method should work really well. Our next step is to make sure that the backup is fully usable. According to studies, not all companies properly test their back up media. It is also important to know that back up media itself isn’t foolproof and it may need to be constantly renewed.

As an example, undetected virus can be carried into the back up media, causing possible infections during future restores. So, it is important to make sure that the files that will be backed up are perfectly clean and usable. Applications and key data should be distributed to multiple machines. It means if one computer set crashes, it won’t cause total loss of data. Once a proper back up procedure is in place, it is important to define a company-wide guideline. This should allow us to prevent possible virus-related disasters. There are simple procedures that we can easily implement.

There are simple procedures that can be implemented by companies, such as guidelines on how to handle data in public spaces, rules about managing email attachments, periodic password changes, schedules for regular patches and updates and regular shutdowns of computers. Physical security of laptops and other mobile devices should also be considered. In general, companies should have proper plans in place. Any business that can lose data should have an effective data recovery plan. Establishing and maintaining such a procedure shouldn’t require IT experts.

There are templates and free checklists that can help companies format their own procedure. It isn’t necessary to start things from scratch. We could look for free guidelines that include comprehensive guidelines to ensure the smooth operations of the company. As an example, employees should have clear-cut roles before disasters happen. Their roles should be determined before a disaster could strike. Someone should be assigned with communication methods and another should be assigned with data recovery tasks when disasters occur. It means that the path towards recovery is clear and obvious.

We should have a strong communication plan that can improve reliability during a disaster. A list of smartphone numbers should be kept handy to quickly contact relevant and affected staff during a data loss situation. Clients, vendors and partners should also be notified about the problem. If possible, vendors should be contacted immediately so they could provide the assistance, tools and expertise to ensure a smooth recovery process. This is a critical thing to do, because they may have the proper documentation to ensure the recovery of the company. Hard copies should be kept in safe places and they need to be accessible by relevant staff.