Are your business records ready to weather the storm?

By SSBRM Staff | May 25, 2012

This year May 27^th through June 2^nd is National Hurricane Preparedness Week and we are warned to be prepared for the upcoming 2012 hurricane season. In the back of our minds, we recognize that a plan of action for our business is needed if a disaster was to strike. In reality, however, we sometimes get complacent because we’ve been fortunate enough not to experience a direct hit from a hurricane. But all too often, business owners don’t realize how valuable business records management is until their information is gone.

Businesses should answer the following questions before hurricane season and not while you’re preparing to weather the storm:

How would you access hardcopy and electronic records after a hurricane?
Do you have a plan in place for your staff to work from a different location if your building or office is damaged?
How would your clients reach you after a disaster?
Do you have electronic copies of vital documents that can be accessed after a disaster?
Do you have an offsite location with backups of your data?

Businesses should consider the following when preparing for hurricane season:

Location and security of your storage facility. Store information offsite in a location that’s been designed to withstand high sustained winds, is located in a non-flood zone, has a secure vault and is also secured with alarms, security cameras and pass codes.

Accessibility. Be sure you can access your information no matter the time of day or day of week.

Document back-ups. Whether you make copies or have external hard drives, backing up files of key documents is crucial. Keep back-ups in multiple locations, so if a disaster affects your office, another copy of your information is still available.

Alternative records storage options. Consider utilizing technology that allows files to be converted to electronic images, which are then hosted on a secure, password-protected website. If files are destroyed or you couldn’t access your facility, your information would still be accessible.

If you need additional advice about creating a disaster recovery plan or need secure records storage solutions, contact us now!

Photo by NASA/GSFC/Jeff Schmaltz/MODIS Land Rapid Response Team.