Law firms know how to talk the talk about back-up, but more often than not it is just that - talk. Jason Lydford explains how to safeguard files


It still amazes me what some firms interpret as safe and secure IT, which others do not. Let me give you an example. One of the most important aspects of IT is the back-up - backing up your valuable data at the end of each and every day.



This is to ensure that, should the worst happen, you are safe in the knowledge that your case will continue to be heard, your client details will continue to be available and, more importantly, that your practice will be able to continue.



We are all entirely dependent upon IT now, even those of us that keep everything 'backed up' via paper. If you do not believe me, take a moment to unplug your server, and turn off your Internet connection... It has suddenly become very quiet out there.



I would like to be able to report that most, if not all, of the firms I have visited have adequate back-up facilities in place. Unfortunately, this is not the case. Some of our customers (prior to listening to us, I hasten to add) had a sort of back-up in place - something that was allocated to reception to do once a week, often a Friday afternoon when everyone is ready to go home for the weekend, and it was something that was almost always forgotten about. This was also usually with the notion of 'Never mind, I can remember what files I have updated, so if the worst came to the worst it wouldn't take long to redo it'.



Do you have any idea of how much time that would take? Would you really remember everything that you did since your last back-up? Right down to the last email sent and file updated? Surely not.



One of the most important, if not the most important thing, that you need in order to have a good, solid IT system is a complete and tested back-up system in place.



Which leads me onto the second part of the back-up schedule. There is no point whatsoever in having a back-up facility in place if you do not test that it works. I am sure you can guess the time when the majority of firms require the use of their back-ups. Exactly - when the server/PC has failed, and you need to restore the data.



Here is the main point: if you have not tested the back-up to make sure it works, then you are in real trouble.



You still have several options available to you if the worst happens. You can send the server/PC failed hard disk to a data recovery firm, but that could be extremely costly. You could get all of your paper files out and retype everything into a new system, hoping it does not happen again. Imagine the time and cost that would take. Or you could simply test your back-up before this happens.



I am not one for quoting statistics in general, but it is common knowledge in the IT industry that all hard disks will probably fail at some point. That is potentially a 100% failure rate. Given that knowledge, would you not rather be confident that your data was safe?



Here are a few very simple guidelines to help you look after your hard-earned data:

l Set up a back-up schedule;

l Ensure that you back up data and the system state of the PC/server;

l Have a tape/external hard disk rotation procedure in place (a new tape for each day of the week or an external HD that holds more than a single day of data);

l Take that day's back-up off-site when it has completed (it prevents theft and damage from fire); and

l Make sure that you test that the back-up has worked at regular intervals. The easiest way to do this is simply to browse the tape or external disk and see what is on it, but your IT vendor should be able to do verification.



In addition, have a routine in place -- better yet, have a server that automates the process for you on a nightly basis, and allocate someone to change the tapes/external hard drive every morning while the kettle boils.



It does not have to be a big deal protecting your data, but it certainly would be if you lost it.



Jason Lydford is director of Computer Rescue (www.cr-it.co.uk)