| If the building (or home) your business is located | | | | place before the crisis hit. It's easier for the |
| in burned tonight, was caught in a tragic, | | | | insurance adjuster to say 'yes' to the replacement |
| unexpected flood or other natural disaster such as | | | | of items you can prove existed before the crisis. |
| an earthquake, how would your business survive | | | | Do you have copies of receipts, and important |
| tomorrow morning? Most people will answer this | | | | documents for tax purposes? Are they sitting in a |
| question with I am really not sure I have not | | | | file cabinet waiting to be put together for the |
| thought about it. If you are like most small or mid | | | | accountant next year? Sitting in a file cabinet |
| size business owners you have no disaster | | | | waiting to be burned is a pretty dangerous |
| recovery plan. Here is a staggering number to | | | | proposition when you think about it, isn't it? |
| consider - without a disaster recovery plan more | | | | Scanning receipts, contracts and other important |
| than 80% of small and mid size businesses will fail | | | | documents into the computer and then storing |
| if a disaster strikes. Having a disaster recovery | | | | these records offsite is a safer choice. Is it more |
| plan is vital to the succession of any business - no | | | | work? Absolutely. Does the IRS care that you |
| matter the size. | | | | had a fire when it comes time for an audit? |
| Many larger businesses have the resources and | | | | Maybe not so much. |
| teams put together to manage disasters - but | | | | Make backups - often. How many of us backup |
| this article is going to focus on what the small and | | | | our servers on a regular basis? How many of us |
| mid size businesses can do to be more prepared. | | | | backup the servers, and then leave the backup |
| As we start out, remember that you should take | | | | information on another computer within the same |
| the development of a disaster recovery plan | | | | building? Again, the safest way to backup your |
| seriously. It is a seriously important task that | | | | servers is to use an offsite data storage facility. |
| cannot be left until someone finds the time to get | | | | There are many offsite storage solutions available. |
| the plan in place - as a crisis can strike at any | | | | Take a few minutes online and find the best |
| time. | | | | solution for you. |
| Awareness is the first step. As I said when | | | | Every disaster recovery plan should have a list of |
| starting this article, most small and mid size | | | | 'who is responsible to do what tasks.' Someone |
| business people are so busy trying to keep the | | | | needs to be assigned to do the following: Secure |
| doors open that they do not consider having a | | | | the existing site by hiring a guard service if |
| plan, so, being aware that you need a plan is the | | | | necessary. Find a new work site if necessary. |
| first step. | | | | Someone needs to be assigned to arrange for |
| Planning 'the plan.' A good start is to create and | | | | new computer systems and then to retrieve the |
| maintain a list of all necessary information and | | | | backup data once the new computer systems |
| supporting documents. An organization chart | | | | are ready and install the new computer system. |
| showing everyone's name and position with the | | | | Next, someone needs to be responsible for |
| company is paramount. Next, a list of the | | | | restoring the telephone and fax service. You may |
| emergency contacts you have available - with | | | | need to contact your phone service provider and |
| correct addresses and telephone numbers is also | | | | have them forward your business telephone |
| vital. Next, have on hand a list of suppliers and | | | | numbers to other phone numbers, such as cell |
| their contact information. Know and have posted | | | | phones. |
| around the building an evacuation plan. | | | | The next step is to contact your key customers |
| Have a list of asset inventories is the next step. | | | | and let them know what has happened. Your |
| How many of us have heard insurance agents | | | | customers also need to be assured that you are |
| say 'walk around the building with a digital camera | | | | up and going again and will be able to continue to |
| and take pictures of your office, showing | | | | support them, or let them know when you will be |
| furniture, cabinets and other assets, and then | | | | able to support them. It's a good idea to publish a |
| send me the pictures so I can keep them in a | | | | directory of all personnel including their names, |
| safe place in our building?" Nearly all hands in the | | | | titles, recovery responsibilities, street address, |
| audience went up! How many of us have actually | | | | mailing address, all phone numbers, a friend or |
| done this? Most of the hands in the audience just | | | | relatives contact information, and email addresses. |
| went down. Why is this? The answer is we think | | | | Then, keep this information offsite so if you need |
| it will never happen to us. Having these photos at | | | | to access the information quickly you may do so. |
| an offsite location helps to prove what you had in | | | | |