running your email backup one of those tasks on your to do list that keeps getting
postponed until tomorrow? Does backing up your computer on a regular basis seem
like more trouble than it is worth?
are a mainstay of most modern businesses. Client contacts and financial records
are easy to store and find on your office system. You may think of your computer
as the most reliable assistant in the office, and you would be right.
even the most secure and well designed systems can get viruses, succumb to power
surges or just crash. It's a little too late to make a backup after your system
loses all of your files!
won't happen to me" is how many of us think about a computer catastrophe
that could wipe out all of our business information. But you don't need to have
a computer crash to lose all of your files, folders, programs, and emails. You
could lose them because of a natural disaster, power shortage, errors in transferring
files to another computer, or a partial shutdown.
you have your business information insured?
smart business owners have insurance against financial loss. Even though you don't
expect to need it, you take out a policy to protect your assets just in case a
catastrophe occurs. Backing up your computer with a variety of computer storage devices or computer cloud services is the most affordable insurance
a business owner can invest in. Just a few minutes of your time makes sure that
in case of any disaster, your business can be up and running again because the
data you need to operate was saved.
How much is your time worth?
long would it take you to re-create that list of clients' phone numbers, addresses,
actions, results that you keep on your PC? How long would it take you to re-create
articles you've written, marketing sources you've been saving, your list of newsletters
and subscribers? And how long would it take you to hunt for, find, and download
all those ebooks, reports, and programs you downloaded before?
Some data you simply can't recreate
example, when you lose your email folders, you can't re-create the content of
those folders even if you had saved the email addresses. It's all gone. Think
about all the financial information and tax records that are safely stored away
on your computer. How hard would it be to gather all of that information again?
Business names and contact lists, personal information about clients, pictures,
phone numbers, deadline reminders ...
it starting to make sense why you should have it saved somewhere else? The extra
few minutes it takes you to back-up your data is an investment worth a fortune
because you simply cannot re-create or retrieve all files, folders, programs that
you currently have on your computer.
you need to backup your computer
up your data (all files, folders, programs), means you'll need to save your data
to a disk, CD or location other than your hard drive. For example, you can save
your data to:
Flash drives - Compact
flash drives are now available that can hold a few backups with room to spare.
CDs or DVDs - You'll need a CD or DVD burner.
External hard drives - These are less expensive now than they used to be, but even the more expensive ones with up to 700 gigabyte capacity might be worth the price in peace of mind.
Secure, Web-based file storage service - These are online services where you can
save your data. The benefit here is that your data is stored in a physically remote
place so floods and fire or other catastrophes in your office area won't affect
the most important thing you'll need is a willingness to change your habits. Most
people I know back up their data once per week, often on a Friday. If your business
depends on the data you store, you may want to do a backup more often. Many Web
site owners and newsletter publishers do it daily. Given all the marketing, coaching,
newsletter lists and all the software I download, daily back-up makes more sense
up email folders
don't back up my emails folders to a CD but prefer using a program to do that.
There are many nifty little programs that work miracles with backing
up email addresses and all email folders. The process is quick and easy ...
and you'll be very happy to have the information saved if a disaster ocurrs.
put it off!
your files may seem like just another addition to your busy schedule. But remember
that you've worked hard to build your client or newsletter list ... and your practice.
Take just a few minutes each week to protect that investment.