In many businesses that I have serviced, it is often one of those "we'll get to it eventually" scenarios. Many times, it's not until it's too late that it actually gets implemented. The sad fact is, many businesses don't have an efficient back up process, not only for their data, but system and software as well.

We often forget the many hours involved in installing applications, as well as installing a complete system from scratch. Once you factor in the time needed for downloading and installing updates, working around conflicts, drivers and patches, and your down time can bring productivity to a halt - provided Murphy's Law is on vacation and this disaster happens when you don't need to use your computer(s) for a couple of days.

And for those few who do back up, where are the back ups? Are they up to date, are they in the storage room, main office, or some closet with computer supplies? Backing up regularly is only half the task - but if you cannot readily or easily restore your backup, then a lot of work is wasted.

I always tell my clients - always keep a back up off-site! Why? What if a fire breaks out, a storm hits, or there is theft at the office? What happens when your business place turns into an Allstate Insurance disaster commercial? What if there is hardware damage that destroys tapes or CD/DVD media? This only makes the loss doubly felt, because for a little bit more effort, a lot more could have been saved.

And don't believe the argument "it can't happen to me", because from my experience, Murphy's Law is a workaholic and doesn't take vacations.

So to sum things up, you should back up all three aspects of your business:

1. Operational Data (Daily data, production, customer information, sales information, etc.)
2. Application Software & Updates/Upgrades
3. System Software & Updates/Upgrades

I recommend making a copy of all your System and Application installation discs and updates/upgrades (CD or DVD media), and keeping them in a 3-ring binder with disc holders. Take the originals off-site and keep them in a fire-retardant or fire-proof box or safe. These discs are just as valuable as any important paper work you would take measures to protect. Software companies will not "give" you or "replace" missing or damaged application discs, just because - even if you are registered and can prove ownership, it won't happen.

And with all copies of your data and software, keep a hard copy of your registration numbers, serial numbers, activation numbers, proof of purchase and any other information you would need to install and/or register.

Many times I have had to re-install software for my customers; Windows requires a unique activation serial number that can't be shared on a network, and guess what? Not all serial numbers can be found, and a new license needs to be purchased at full price. Just having your original CD's/DVD's isn't enough.

In the next afticles to come, I will cover:

1. Different types of back up (tapes, DVD, hard drives, etc.)
2. How to turn an old Mac into a back up server
3. Effective, low cost and free back up applications to use