Disaster Recovery – Better Done Before a Storm Blows In

By Gail Bisbee, President/CEO, Confidential Records Management, Inc.

For Immediate Release   -   June 22 , 2010

As spring fades, we look forward to summer, but lingering in the back of our minds is that summer is also hurricane season.  Experts are predicting this hurricane season will see above average activity for our region.  Being prepared for a storm is crucial. So for business owners, what should be on your to-do list?

While inventory, furniture, computers, software applications and other assets are obviously important, business data and records may be the most important asset of any organization, so this should be top of mind.  Most likely you would lose clients if you couldn’t respond to their needs after a short period. 

It’s far easier to safeguard your information now instead of trying to recover documents after the fact, so how can you get started with your storm preparations?  First and foremost, remember that disasters go above and beyond a hurricane.  A disaster is anything that may cause you to lose valuable files or even cause you to have “down time.”  A plan that considers all potential disasters is important.

The following are a number of key areas a well-structured disaster recovery plan should include:

• Back-ups of key documents – This includes hard copy records and files as well as digital data and even email messages. It also includes back files.  Ask yourself, “If a disaster would strike, would I be able to still provide files for an audit or court case?”  Consider keeping backups in multiple locations so if a disaster affected your office, another copy of your key records would still be safe.


• 24-7 access – Disaster can strike at any time, so you’ll want to be sure that no matter what time of day or what day of the week it is, you can access the information.


• Climate and dust controlled location – When looking for a location to house your most important information, find one that is climate and dust controlled.  Also, find a location that has a sprinkler system which uses a powder rather than water.  This way, if something triggers the sprinkler system, your records won’t get wet.  In addition, make sure the location was built to withstand high sustained winds. 


• Secure and controlled access – Find a location that is secure with alarms, security cameras and pass codes.  Not only will a location like this give you extra peace of mind, but it will hopefully prevent others, including looters, from accessing your confidential information.

While some businesses find they can handle planning on their own, others realize it’s a much bigger job than anticipated.  If this is the case, consider speaking with a company that specializes in records management.  They can provide you with advice on what things you should include in your plan and how to best store your files. 

Look for a third party that has a secure document management center that not only protects your documents from the elements, but also has motion detection and employee entry coding and logging.  An outside firm should also be able to demonstrate its ability to track your company’s computer system back-up tapes, verify transfer and receipt and ensure security during transport.    

Taking the time now to make sure your information is protected is an investment worth making. This way your business could be up and running quickly after a disaster strikes.  Be sure to make it a habit to revisit and update your disaster recovery plan annually once one has been established.