What should and what shouldn’t you back up? Your business is probably loaded with different types of technology. For what system or technology should you have a backup? Is your data the only thing you should be backing up? What about a backup power supply, transport system, or even a backup security system that catches staff as well as intruders? Here are ten of the most common pieces of technology that companies are using as backup tech.
- A UPS Power Protection System
A Good Short-Term Backup/Emergency Power Supply
An uninterruptible power supply is probably one of the most innocuous and boring pieces of kit you can have in your office. It isn’t as exciting as a backup generator, and it doesn’t have the glamour that an off-grid solar cell system has, but a UPS is a glorious piece of equipment.
If you have ever had a power cut and had your computer turn itself off without warning, then you will know the horror that follows, not to mention the depreciation cost every time your system is turned off without being shut down correctly. The amount of money you save from not losing unsaved work, and the money you save from depreciation, is going to pay for the system on its own.
The best part about a UPS device is when you do have a power cut and your computers don’t go off. It is especially helpful when something in the workplace is faulty and it keeps tripping the fuse box. Even if you only have one computer, it is still a good idea to get a UPS, especially since many of the good ones come with surge protectors.
- DropBox
A Cheap Cloud Storage/Backup Solution For Disposable Content
Your company probably creates hundreds of documents each week that serve a purpose for a short while and are then discarded. These files have a habit of finding their way into a user’s email account where they clog things up. They also have a way of finding their way into hard drives where users are unwilling to delete them just in case they are important.
A cheap and easy cloud solution will solve this problem. Either use it as a place to store disposable documents, such as the monthly newsletter. Or, use it as a backup system for disposable documents. For example, if your employee deleted this month’s newsletter from his station in the office, he may visit the company’s DropBox account and reacquire it.
DropBox has free and cheap online storage, and you may drop files onto the DropBox logo on your desktop, and it will save copies of them into your DropBox account for you without you having to open up the DropBox GUI and do it yourself.
- An Electric Bike
A Backup When Cars Are Not An Option
Having a few electric bikes or petrol scooters around the place are handy backups for when cars are not an option. There are plenty of cities around the world where it is easier to get from one place to another by bike if there is currently a problem with the local underground system.
Pizza delivery companies have proven that scooters help reduce delivery times because they can weave in between traffic. Even during the 2017 anti-capitalism riots, news reporters frequently caught Domino’s scooters delivering pizzas to the crowds. Many of the half-witted anti-capitalism demonstrators couldn’t see the irony of ordering pizzas from one of the world’s biggest chain restaurants.
Nobody says you have to replace your entire vehicle fleet with bikes, but it may be worth buying a Smart Electric Bike or a fuel-efficient scooter as a backup for when there is gridlock traffic in the streets. Again, such a backup system may suit companies that work in towns where getting around by car is often slow.
- LibreOffice
Backup Software That Opens A Wide Variety Of File Types
Who on earth would want backup Office software? Doesn’t such a notion seem silly when you are probably paying through the nose for your current writing, spreadsheet, database and presentation software?
Yet, software issues occur far more regularly than you may like to think. Sometimes the problems occur because of an update to your Office software, and sometimes it is due to your current Firewall and/or virus checking software receiving an update. Your operating system may have had an update that is causing the problem. Plus, there is always a chance that a hacker may have gained access to your office software, or that a piece of your software has been corrupted.
The great thing about LibreOffice is that it is free, and it is so similar to Microsoft Office that you will wonder why Microsoft is still making money from their Office software. What is more important is that the LibreOffice software is able to open a wide variety of files. It is also able to open a number of Microsoft files. In many cases, you can use LibreOffice as a quick replacement for your current office software where the transition is both smooth and very quick.
- Cloud Storage
Automated Or Manual Storage Of In-Use Data And Team-Use Data
It is suggested that you store frequently used data on the cloud. You can use it to store library information and current team-project information. For example, if you were running an essay service, you may like to place team projects on the cloud so that numerous team members may access it remotely and add their written piece where others may review it.
You should use cloud storage to hold data that your staff use and amend. Cloud storage gives them easy access to the data from their desktop and mobile devices, and their location won’t affect their ability to gain access to their information.
The good thing about cloud storage is that it acts as its own backup. If one cloud server goes down, you do not lose your data; you don’t even lose access to your files and/or the use of your files while the cloud server is down. The same is not true if you are paying for the use of a remote server.
- Website Backup Technology
Backing Up Your Website To Avoid Losing Your Website
Most companies use some sort of remote server or cloud system to back up their website. There are quite a few website hosts that back up your website for you and they do it automatically. Try to pick a website host that backs up the changes rather than taking a full backup of your web pages each time because the backups will take up valuable GBs of storage space that you end up paying extra for. Backing up your website is a good idea because it helps protect you against loss from system crashes, ransomware and organized server attacks.
How you back up your website is up to you, but strongly consider a remote version for ease of use, and consider a local version such as backups on an external hard drive. Having a local backup is a good idea if your web services, hosting services and/or your remote services are taken by some form of ransomware. A local copy of your website gives you the ability to replace your website if all else fails.
- External Hard Drives
Back Up Your Files And Isolate Them
Strongly consider placing some of your most valuable files on external hard drives. Some people complain and say that external hard drives are unsafe because you may lose them or damage them, but the simple solution to that problem is to back your files up on two or more external hard drives. You can keep one backup in your locked desk and another in your fireproof safe. You may also encrypt the data in the external hard drive so that even a thief will be unable to access your information. Plus, you may password protect your device as another safety measure.
Trusting cloud storage is fine for non-critical files, but you may want to think twice about storing company-critical files on a remote server or on the cloud. Take a look at the graphic on this website to see just how many successful hacks there have been this year, and those are the ones we have heard about. Don’t forget that there are probably thousands more that were brushed under the carpet to save from damaging the host company’s reputation. Even if you do keep critical files on your computers or on remote servers, strongly consider an external drive backup.
- Mobile Phone To Replace Cameras
Don’t Bother Buying Backup Digital Cameras
If your business relies on digital cameras, such as if you are marketing company, publishing company, an insurance company or even an estate agency, don’t buy backup cameras. If your cameras are damaged or stolen, then make a claim with your insurance company and use the money they give you to buy top-of-the-range replacements.
Instead of having backup cameras, simply have your staff use the cameras on their phones. Some of your staff will probably have phones with a 13 mega pixel camera on them, and they should allow your staff members to date stamp their images. If you need professional photographs, then hire the equipment until you can buy full replacements.
- A Bitcoin Hardware Wallet
Keeping Your Digital Currency Safe
Get used to the idea of digital cryptocurrency because it is becoming more and more common, and despite the claim that regulation will kill it, the truth is that regulation will probably spark the moment where digital currency such as Bitcoin, Ethereum and OmiseGObecome legitimately mainstream.
Businesses are going to have to start dealing in digital cryptocurrency at some point, and they are going to need places to store their transactions. Online wallets are notoriously unsafe, which is why it is a good idea to have a few hardware backups.
The world is going to see many types of cryptocurrency hardware wallets in the future, but the main players today are Ledger Nano S, TREZOR, KeepKey and Ledger HW.1. Think back to the early days of phones because these four would be the Nokia phones of our day. It won’t be long before a big company comes up with a hardware Bitcoin wallet that stores the digital currency and allows you to pay with it in stores like you do with your PayPal and Google wallet using your phone.
- Multifaceted Security Systems
Backup Systems Make Your Business More Secure
Which companies have just one security system? The companies that are easily robbed do. Talk to enough people, and you will hear stories of people slipping past security systems, and even stories of security guards taking the cameras offline so that they may slip their hands down the back of crates to steal things.
If your security relies heavily on human involvement, then you are putting your business at risk. For example, one may argue that a security guard cannot take the system offline without people noticing because there will be a missing portion in the video surveillance, but the only way to check for missing video portions is to have somebody look it over every day. Relying on human involvement is not a foolproof method for protecting your business.
You don’t have to spend a lot, you just have to be smart with your backup systems. Here are a few ideas you may like to try:
- A camera system with local access
- Remote access to your cameras
- An alarm system
- An isolated roof alarm
- Isolated door alarms
- Locks on your computer’s USB ports
- Fireproof doors and locks on all fireproof doors
- Random staff codes on computers
- Random codes for entering the premises
- Trackers on vehicles
Conclusion – What Sort Of Things Can’t Your Insurance Replace
Focus your energy into adding backups where your insurance company would be powerless to help you. For example, a security system with numerous backups in your warehouse may help you prove that a theft happened in your warehouse rather than in another part of the transit chain. In addition, a multi-faceted system may help lower your insurance costs. Again, think of places where your insurance company cannot help you, such as if there is gridlock traffic in the streets and you need to make deliveries on a certain day. Try to look forwards when you are thinking about backup systems, especially with emerging technology becoming more mainstream (such as cryptocurrency).
BIO: Laura Buckler aims to deliver creative and strategic content that will engage the audience and make them take action. In addition to being a strategic writer, Laura helps many companies boost their engagement and reach millions of readers. You can follow her on twitter.