But without an effective data back-up strategy, you stand to lose all that information in the event of an office break-in or computer damage. Back-ups bring peace of mind, and can save you a lot of time and money if anything bad happens to your data files.
Get the frequency right
The frequency of your data back-up will depend on how often your key business information changes, the value you place on that information, and the cost of replacing or recreating that information if it is lost or stolen.
If you open and update certain key data files every day, you should make a back-up every day, with easy-to-use methods such as DVDs or an external hard drive. On the other hand, if your information doesn't alter that frequently, you can back up once a week.
Automatic back-up
Windows Vista Business Edition contains automatic data back-up tools. The 'Windows Backup Center' tool allows you to pick the day, time, and how often you want to back up your files, folders and settings. You can specify the type of data to back up, such as documents, photos, or music.
Windows Backup Center allows you to back up to a CD/DVD drive, an external network device or location like a flash drive, or an external hard drive. Windows Vista will even provide guidance to help you choose the best back-up location based on your network and available peripherals.
Storage media
External hard drives, DVDs and flash drives are all easy-to-use ways to back up your data. The method you choose will largely depend on the volume of data you want to back up each day/week, with flash drives being ideally suited to small daily back-ups and external hard drives being better suited to large volume back-ups.
Remember to store your CDs/DVDs and drives away from the office so that in the event of fire or theft, you still have access to your vital business information.
Online back-up
Online back-ups completely eliminate time-consuming (and sometimes unreliable) back-ups to tape, external hard drive or CD/DVD. It also removes the stress of constantly transporting your backed-up data to a remote location. And it eliminates the need for costly, dedicated storage servers.
No wonder many small companies are looking towards online storage methods to give their data back-ups an extra layer of security. And there are options specially designed for small businesses.
Once installed, EVault SaaS Backup Small Business Edition, for example, allows you to simply select the data you want to back up, assign a back-up schedule, and the software follows it automatically. Only new files and changed data are backed up each time, making for speedier back-ups and reducing storage costs.
As with most reliable online data back-up services, each time you back up, your data is compressed and sent over the internet - with end-to-end encryption - to a secure data centre. You are provided with an encryption key, ensuring that no one has access to your company data but you.
The Symantec Protection Network - Online Backup Service, another online data back-up offering aimed at SMEs, is priced on a 'pay as you go' basis, which is determined by the service and capacity you require.
Another online data back-up option is Windows Live Mesh. Currently in beta - meaning the company is still tweaking the product - Windows Live Mesh allows you to create a network of computers and peripheral devices (like flash drives and external hard drives) and synchronise and back up all the data on the network. It also allows you to access all your network devices remotely. It even allows you to access your synchronised devices from a smartphone.
Managing online data back-up has become easier over recent years. Gone is the complicated code and the need for technical know-how. Instead, you can manage most online back-ups via a web browser.