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Last updated
14 June 2001
It seems that it is the efforts and money you hope are wasted are those that can be the most important. For example: Do you buy insurance? Clean house? Wash your hands? Lock your door? It is these kinds of effort and money that take discipline and can be a measure of an organization's health. It is spending hard resources on intangible risk.
One effort that an organization must take is that to assure the safeguarding of its data. Home Office (1) listed a number of things to do to safeguard data stored on a personal computer. These efforts can also be applied to other organization information.
Back up often: This means managing an activity so that it is done on a regular basis and the materials and equipment used for the activity are properly maintained and work when you need them.
Store copies off-site: Don't let a simple disaster like a fire put you out of business. Store backups somewhere else so a flood or fire or whatever is less likely to destroy all copies of your data.
Manage your backup media: Make sure it is reliable by storing it properly, using it within design guidelines, and testing to make sure it functions properly.
Partition your hard disk: This means putting a structure on your working dataset - a file system that segregates data to help assure that if problems crop up in one location, the damage will be limited. For instance, many new PC's ship with huge drive partitions. This should be changed to a system partition, and applications partition, and a data partition or two. If something makes a mess of the index in one partition, the others will probably still have usable data.
Perform routine maintenance: All equipment will work more reliably and last longer if it is properly maintained. Cars need a lube and oil change on a regular basis. PC's should be dusted once or twice a year and provided adequate ventilation.
Shut down properly: A good workman puts away his tools at the end of the day. Modern operating systems require a proper shutdown sequence to make sure all files are properly placed on the hard drive.
Provide a supportive environment: For PC's, invest in a UPS and adequate cooling. Photographs need to be stored out of direct sunlight. A proper environment can help make sure your equipment, tools, and media will perform reliably. You will also need a proper environment to use the equipment and tools effectively as well.
Prepare for disaster: Make an emergency boot disk and know how to use it. Have a plan for what to do if there is a disaster or malfunction. Know who to call to get something fixed.
We can hope that the effort and money you put into the practice of safeguarding your data will never be put to the ultimate test. The return on your investment will not be wasted but will provide a comfort and security. The tasks will promote effective management and better effectiveness in your operations. Safeguard your data by taking control and seeing that those things that may not seem to be really necessary do necessarily get done.
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"It is easy to be brave when far away from danger." Aesop ~600 B.C.
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(1) Home Office Computing, February 2000 p 82.
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