Where is Your Laptop Data?

In the previous installments of this series, questions were presented that the small business owner should ask himself/herself when thinking about busines continuity planning. And some suggestions have been offered about how to answer those questions. But the big question everyone asks is "what about my data?"

I know some of you would rather talk about what you’re going to do about your data, mostly because that’s what you think about when you think disaster recovery or business continuity. I’ll give in – just a little bit. But there is a whole lot more to continuing your business than backing up your information. Unless your entire business is information, of course.

What is done about backing up data depends greatly on what type of data it is, how it is used, and how it is stored. Is the business web-based? If it is, do you host your own site on servers at your location, or is it hosted elsewhere?

Another consideration is your type of IT support. As a small business, are you large enough to have IT support on site? Or do you use a technical services company? Do you have servers at your location, or is your organization small enough that you are doing all of your work either: a) on a laptop or: b) in the cloud (think Google docs)? If you’re doing it all on a laptop you carry with you, you don’t have regular IT support, and you’re not already backing up your data, you’re asking for trouble!

That laptop is going to be the topic of today’s discussion. Laptop security is a topic that merits an entire book of its own. If you have a laptop, chances are you’re carrying it with you everywhere you go. Due to its portability, a laptop is often the ideal computer for a small business owner. Unfortunately, that portability can also be a laptop’s downfall.

So many things can happen to a laptop, some being exclusive to laptops. Spilling a drink in your keyboard on a workstation only gets the keyboard wet. Spilling a drink on the keyboard of your laptop can fry the laptop. Drop the laptop, and any number of things can happen, from a broken screen to a damaged hard drive (although that happens less now with newer technologies).  A laptop can be easily stolen, and are more often in places where they are accessible to thieves. Taking your laptop on a flight somewhere? Today’s TSA inspections can damage computers or erase data…or the inspectors can confiscate your computer at will. Do you use public wifi at coffee shops, restaurants or other locations? Your data could be at a higher risk due to hacking or infection at those locations.  The list of risks is exhaustive. But the portability of that laptop is why you have it, right? Well then, what about that data?

Data back ups for laptops are a requirement, given the multitude of risks listed above. Laptop data can be handled in several ways. There are online back up services that can store copies of your data. Some, like Mozy, offer you the ability to automate back ups, so your computer does the work without your input. Data storage is cloud-based (meaning it is uploaded through the internet to servers somewhere else), so when looking at these sorts of solutions, make sure to check into how they secure your upload/download process. Also consider their options for restoring data back onto a computer from the web. How simple is the process, and how fast.  Costs vary, depending on the amount of data you need to store.

Perhaps you have another computer in your office or you want to store back up files on a portable hard drive. This can be done as well, and avoids cloud storage. Some people would rather not trust web-based storage. That’s perfectly acceptable. Backing up data to your own server, a separate computer or portable hard drive requires a little more technical know-how, depending on what operating system you are using, but it can be done. Windows 7 pro can even schedule automated backups to a portable hard drive, with just a little input from the user. Or – if you have IT support, ask them for assistance.

If you’re traveling often, remember issues can arise with airport security. Cloud storage can be useful for the small business owner in these situations. Some solutions are designed so the storage is more like file synchronization. A copy of the data is made on the computer, put in a folder, and the folder automatically synchronizes with a server when it is connected to the internet. Other solutions (think Google Docs) are totally web-based, so none of your data is actually stored on the computer. In both cases, having an internet connection where ever you intend to work is required in order for them to work properly. But, your data is accessible anywhere you work, and from any computer, as long as you have an internet connection.

These are just a few solutions for recovering data for the laptop user. If you’re planning for business continuity/disaster recovery and your business is run mostly from laptops, laptop data back up will be an integral part of your plan.