The 10 Disaster Planning Essentials for a Small Business Network

The 10 Disaster Planning Essentials for a Small Business Network

hosted desktop is a good disaster recovery plan

A disaster can happen at any time on any day. It’s also likely to occur at the most inconvenient time.

If you aren’t already prepared, you run the risk of having the disaster coming before you have in place a plan to handle it.

With summer coming up, it’s the perfect time to step back and implement these 10 disaster planning essentials. Make sure that in the event of a disaster, your company can get back up and running in no time.

flood1. Have a written plan.

As simple as it may sound, just thinking through what needs to happen if your server has a meltdown or a natural disaster wipes out your office will go a long way in getting it back. Your plan should contain details on what disaster could happen and a step-by-step process of what to do, who should do it and how. It should also include contact information for various providers and username and password information for various key web sites.

Writing this plan will also allow you to think about what you need to budget for backup, maintenance and disaster recovery. If you can’t afford to have your network down for more than a few hours, then you need a plan that can get you back up and running within that time frame. You may want the ability to virtualize your server, allowing the office to run off of the virtualized server while the real server is repaired. If you can afford to be down for a couple of days, there are cheaper solutions. Once written, print out a copy and store it in a fireproof safe, an offsite copy (at your home) and a copy with your IT consultant.

2. Hire a trusted professional to help you.

Trying to recover your data after a disaster without professional help is business suicide; one misstep during the recovery process can result in forever losing your data or result in weeks of downtime. Make sure you work with someone who has experience in both setting up business contingency plans (so you have a good framework from which you CAN restore your network) and experience in data recovery.

3. Have a communications plan.

If something should happen where employees couldn’t access your office, e-mail or use the phones, how should they communicate with you? Make sure your plan includes this information, including multiple communication methods.

4. Automate your backups.

If backing up your data depends on a human being doing something, it’s flawed. The number one cause of data loss is human error (people not swapping out tapes properly, someone not setting up the backup to run properly, etc.). Always automate your backups so they run like clockwork.

5. Have an offsite backup of your data.

Always always maintain a recent copy of your data off site, on a different server, or on a storage device. Onsite backups are good, but they won’t help you if they get stolen, flooded, burned or hacked along with your server.

6. Have remote access and management of your network.

Not only will this allow you and your staff to keep working if you can’t go into your office, but you’ll love the convenience it offers. Plus, your IT staff or an IT consultant should be able to access your network remotely in the event of an emergency or for routine maintenance. Make sure they can.

7. Image your server.

Having a copy of your data offsite is good, but keep in mind that all that information has to be restored someplace to be of any use. If you don’t have all the software disks and licenses, it could take days to reinstate your applications (like Microsoft Office, your database, accounting software, etc.) even though your data may be readily available.

Imaging your server is similar to making an exact replica; that replica can then be directly copied to another server saving an enormous amount of time and money in getting your network back. Best of all, you don’t have to worry about losing your preferences, configurations or favorites. To find out more about this type of backup, ask your IT professional.

8. Create network documentation

Network documentation is simply a blueprint of the software, data, systems and hardware you have in your company’s network. Your IT manager or IT consultant should put this together for you. This will make the job of restoring your network faster, easier AND cheaper. It also speeds up the process of everyday repairs on your network since the technicians don’t have to spend time figuring out where things are located and how they are configured. And finally, should disaster strike, you have documentation for insurance claims of exactly what you lost. Again, have your IT professional document this and keep a printed copy with your disaster recovery plan.

9. Maintain your system.

One of the most important ways to avoid disaster is by maintaining the security of your network. While fires, floods, theft and natural disasters are certainly a threat, you are much more likely to experience downtime and data loss due to a virus, worm or hacker attack. That’s why it’s critical to keep your network patched, secure and up-to-date. Additionally, monitor hardware for deterioration and software for corruption. This is another overlooked threat that can wipe you out. Make sure you replace or repair aging software or hardware to avoid this problem.

10. Test, test, test!

A study conducted in October 2007 by Forrester Research and the Disaster Recovery Journal found that 50 percent of companies test their disaster recovery plan just once a year, while 14 percent never test. If you are going to go through the trouble of setting up a plan, then at least hire an IT pro to run a test once a month to make sure your backups are working and your system is secure. After all, the worst time to test your parachute is AFTER you’ve jumped out of the plane.

One thing that many people forget is the important information that you have on paper.  This would be really expensive to have a off-site copy of these critical documents.   That is why I recommend you look at implementing an electronic document management system such as Laserfiche.  Once you have your paper documents in Laserfiche, disaster planning is easy, just like any other data you have on your server.

 

What Are The Five Most Common Disasters That Strike Small Businesses

hosted desktop is a good disaster recovery planThe challenges that small businesses deal with never end — and for the small number of employees who have to take on these tasks, it can quickly get overwhelming. No wonder, then, that many small businesses have all but ignored the important task of developing a disaster recovery plan, which involves understanding the risks of the disasters that small businesses face, figuring out how best to prevent against the deleterious effects of these disasters, and implementing a business continuity solution to minimize downtime.
Importantly, the disasters that cause small organizations the most damage are the ones that many business owners may not consider to be all that common, such as hardware failure and power outages. This blog post aims to illuminate five common disasters that small businesses face, so that business owners have a sense of perspective when considering the importance of a disaster recovery strategy.  You would probably guess the most common disasters are caused by floods, tornadoes, and other major storms.  You will be surprise to learn that common causes are much smaller problems that have huge impact on businesses.flood
1. Hardware failure
One of the most disruptive disasters that can strike a small business at any time is hardware failure. Whether it is a clicking hard drive in an email server or a fried motherboard inside a central file server, any kind of hardware failure can result in the inability to access critical data. Possibly the worst aspect of hardware failure is that it is inevitable, yet completely unpredictable. In fact, a recent survey of nearly 400 partners by data protection firm StorageCraft revealed that 99% of them had experienced a hardware failure, with 80.9% of those failures attributable to hard drive malfunctions.1 Failed hardware leads to downtime and lost productivity, both of which can cost small businesses dearly.
2. Software corruption
Permanent corruption of server data, such as corruption of the server’s operating system or damage to line-of-business applications that run on the server, could lead to significant downtime. Even the most sophisticated storage apparatuses are not immune to software corruption: a study by CERN, the world’s largest particle physics lab, revealed software corruption in 1 out of every 1,500 files.2 Software corruption could severely disrupt small businesses that do not have a backup and disaster recovery solution in place.
3. Cyber-attacks
pdf virusViruses, worms, Trojans — any and all forms of malware can wreak serious havoc on small businesses. According to the National Small Business Association’s Year-End 2014 report, 1 out of every 2 small businesses reported being the victim of a cyber-attack, with the average cost of each cyber-attack exceeding $20,000.3 The consequences stemming from cyber-attacks – such as data theft, data corruption, and permanent data deletion — can seriously affect businesses and their customers. Though deploying a firewall and security software is an important first step, having a fallback continuity strategy in place in case cyber-attacks get through to a company’s systems is crucial.
4. Power outages
Blackouts, power shortages, and other power-related issues are not as uncommon as many businesses think. In fact, a 2014 survey by power management firm Eaton Electrical revealed that 37% of IT professionals had dealt with “unplanned downtime due to power-related issues in the last 24 months,” with 32% of outages lasting longer than four hours.4 Even more concerning are the high costs of downtime; according to a May 2013 survey by research firm Aberdeen Group, the average cost of downtime for small companies was a whopping $8,581 per hour.5 Electrical issues are real — and they are costly.
5. Natural or site-wide disasters
Natural disasters, such as include tornadoes, earthquakes, and hurricanes, can cripple small businesses. Even more threatening are fires, floods, and other common catastrophes that can occur regardless of a particular geographic location’s propensity toward certain natural disasters. Since these disasters and catastrophes almost always lead to site-wide damage, small businesses with only one or two locations are especially vulnerable. No amount of money spent can prevent site-wide and natural disasters from occurring; the only recourse for businesses affected by these calamities is to get back up and running as soon as possible after they happen.
Conclusion
The aforementioned disasters that could befall a small business are relatively consistent across different organizations and industries. Understanding these disasters is just the first step; the next, and more important, task is for every small business to figure out how best to guard itself against these threats.
Adopting business continuity services is essential for every small business looking to protect their data and quickly recover from disasters. Business continuity services ensure that all of a business’s digital data is securely backed up off-site and recoverable whenever necessary. If you would like to learn more about our business continuity services please contact me at larry.phelps at marconet.com


1 “Which Hardware Fails the Most and Why.” Web log post. StorageCraft Recovery Zone. StorageCraft, 2015. Web. 30 June 2015.
2 Panzer-Steindel, Bernd. Data Integrity. Tech. CERN, 8 Apr. 2007. Web. 20 June 2015.
3 2014 Year-End Economic Report. Rep. National Small Business Association, Feb. 2015. Web. 15 June 2015.
4 How ‘Software-Defined’ Is Redefining the Modern Data Center. White Paper. Eaton Corporation, Oct. 2014. Web. 19 June 2015.
5 Business Continuity and Disaster Recovery: Don’t Go It Alone. Analyst Insight. Aberdeen Group, June 2013. Web. 10 June 2015.

source – used by permission of efile inc.

85-YEAR-OLD COMPANY MOVES TO PAPERLESS BUSINESS MODEL WITH LASERFICHE, Minneapolis Minnesota

In December, 2007, J.T. Miller Company, a local insurance provider for businesses and lenders, began its move toward a paperless business model. For the 85-year-old company, this was a big change that involved hundreds of thousands of documents – 10 lateral and 21 vertical 4-drawer filing cabinets full.

It was J.T. Miller Company’s upcoming move that provided the catalyst for change. While the files had always been a source of wasted space and time, a change of locale created added potential for losing track of important customer information. The company decided to make a change.

Based on the recommendation of their long-time IT provider, Solbrekk, J.T. Miller Company decided to adopt Laserfiche document management (www.Laserfiche.com). “We looked at a few other [options], but it came down to…the flexibility of the Laserfiche system and our trust in Solbrekk’s recommendation,” Daniel Miller, Vice President of J.T. Miller Company said. “We were looking for a solution to basically replace our file cabinets. It’s worked very well for that.”

Laserfiche provides digital document management solutions that allow organizations to cut down on paper waste and increase productivity. “Laserfiche is a very robust document imaging system,” Miller commented. Yet in spite of the comprehensive capabilities, Miller and his team found it extremely accessible. “It makes it easy to get the information out to others,” he said. “And…we’re able to protect the information however we want.” So far, they’ve reduced their paper files by more than half.

The Laserfiche solution was installed by Solbrekk (www.Solbrekk.com), a leading IT provider. Solbrekk has over 13 years experience with Laserfiche installation, training, and integration. When paired with Solbrekk’s Cloud Computing services, Laserfiche provides increased peace of mind for businesses of all sizes and ages.

Question PDF or TIFF?

IS PDF good document mangement ideaI was recently talking to a person who has been in the electronic document imaging/management field for many years. He said that one of his customers was convinced that PDF’s were a good way to store their important documents long term.

He said “that I heard a ‘Expert’ speak recently and he inferred that with the proliferation of PDF creation software by MANY vendors that the validity of the PDF format has been degraded for long term storage and potential inclusion into an IMS/EDMS…”. This is a good point, will a PDF document that has been stored outside of a managed document management system be admissible in court as a legal document? I think that they will not because of the potential of alteration.

Here was my response to the question “are PDF’s a good format for long term document storage?”:

“Have your client do a few Google searches and they will know the answer.

Examples (using the “‘s as show below will search of the exact occurance of these words):
“corrupt PDF” – 377,000 results
“corrupt TIFF” – 4,620

“can’t open PDF” 1,230,000
“can’t open TIFF” 16,4000

“pdf virus” 69,900
“TIFF virus” 299

“PDF error” 299,000
“TIFF error” 8,300

I think the facts speak for themselves.”

If you are storing your important documents as PFF’s on your network (no using a document management system such as Laserfiche) I think you will find out sometime in the future that these documents are really of no value.

scanning and storing pdf’s can be a dangerous practice

one-more-reason-not-to-use-pdfs-they-can-be-dangerous

Beware of PDF attachments

Laserfiche Quickfields Saves County A Lots of Time

A County uses Laserfiche Quick Fields to process 95% of incoming forms in its Property Transfers Division and save a lot of time.
Here is their advice on best-practices for using Laserfiche and Quickfields:
1. Avoid inputting information from the same document at the same time.
2. Use best practices and practical needs to manage metadata.
3. How the Property Transfers Division configured their template.
4. 67 database fields shared across 26 document templates.
5. “People love stamps here.”
6. Processing ‘Claims for Reassessment Exclusion’ forms.
7. Extracting data from the form.
8. Create templates first to help determine fields.
9. How tokens use fields to name documents.
10. Include the document type in its name for future associated use.
11. Can’t find something? Check the folder path.
12. Use Zone OCR to extract data from a specific area of a document.
Get the full story Click Here

Laserfiche offers free iPhone Application

Laserfiche WebAccess on IphoneThe Laserfiche Mobile™ app for the iPhone is now available for free download in the Apple App Store. The app allows you to work with documents inside your Laserfiche repository as well as new information, providing access to whatever you need, wherever you are.

Use the iPhone camera to add new documents to your repository on the go. Create and upload new information-—whether it’s names and addresses from business cards, an image corresponding to a document already in your Laserfiche repository or travel receipts for a business expense report. Information imported with Laserfiche Mobile is automatically cropped, straightened and enhanced—and with optical character recognition.

In addition to fast and easy uploading, Laserfiche Mobile lets you copy, move, rename, download, email, print or delete content. With access to your repository now in the palm of your hand, you can conveniently browse for documents in a folder structure or search the entire repository. Document workflow status can also be updated by accessing metadata fields.

Laserfiche Mobile operates with Laserfiche Web Access as part of an Avante or Rio system.

Would you like to reduce your paper clutter and become more efficient?

No Laserfiche Workflow Minneapolis Minnesota

You are invited to attend a free webinar on Laserfiche workflow. You will learn how your current business processes can be automated. This reduces paper clutter, ensures that your business processes are followed, simplifies new employee training, and reduces labor and time.

Laserfiche workflow is ideal for automating such task as:

· Accounts payable approvals,

· Energy Assistance application routing and approval,

· Contract administration,

· On-boarding (hiring process),

· Job routing in a manufacturing job shop,

· Agenda item approval ,

· And, any business process that requires routing of paper documents.

FREE WEBINAR:

When:      Thursday, July 14 at 9 a.m.

Where:      Your office via internet connection

Who:      This webinar is non-technical. It is beneficial for someone with no experience or no knowledge of Electronic Document Management Systems (EDMS) or for current EDMS (or Laserfiche) users.

To register, send an email to [email protected] or call Cecille at 763-404-4736.

Budget Cuts No Excuse

Document Management, budget cut - Minneapolis MinnesotaAre you facing budget cuts?  Are your customers expecting better and faster service?  Is your paper work bogging you down?

This is just what the Fresno County’s Assessor-Recorder’s Office’s was experiencing.  But, by leveraging Laserfiche Document Management software capability, they were able to:

  • Reduce processing time for changes of ownerships from 15 days to 48 hours.
  • Reduce manual statement processing by 20%.
  • Increase citizen services while facing budget cuts, consolidation and attrition that reduced staff from over 200 to 149.
  • Become more agile and responsive to both citizen requests and state mandates.

This article tells how they were able to achieve this. Laserfiche Quickfields works budget miracles

Larry Phelps
Solbrekk
Minneapolis, Minnesota