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Preventing Nasty & Costly SurprisesAlways ensure that you have reliable sets of backups of your current data. To avoid unforeseen problems, store your backups off-site. Prior to Year End, make a print out of all financial reports – Income Statement, Balance Sheet, Trial Balance, General Ledger Detail Account Listing, Inventory Valuation and Management Reports, Age Analysis for Customers and Suppliers, Bank Reconciliation, Sales Representative’s Commission Reports, Tax Reports etc. Depending on the transactional volume, it is wise to make regular, even daily backups. Complete backups are better, provided you have the required media capacity. Keep at least the last week’s backups off-site. When your company is hit by computer theft or fire, or the server’s hard drive crashes, the company data is also lost forever with the resultant financial crisis this causes. Remember To Back-Up Your Data !!!From time to time, ensure the integrity and usability of backups made by restoring the data immediately after the backup. The backup PC used might have unnoticeable problems and you do not want to discover this once your main data store has been destroyed. Making Sure that all equipment and procedures run smoothly is critical to preventing nasty and costly surprises.
Use quality writable media like CDs or tapes for data storage on and off-site. As a last resort, where the company may not have any of the above, a secondary hard drive is advisable, where temporary backups can be undertaken until the correct backup devices can be obtained. Stiffy disks should only be used as a last resort as they are not a reliable medium for storing critical data. |
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