How to Create a Disaster Recovery Plan for Your Business Records
When disaster strikes, is your business ready to bounce back? Whether it’s a hurricane, a cyberattack, or even a simple human mistake, your business records can take a serious hit if you aren’t prepared. Think back to Hurricane Helene last year and the destruction it caused in the CSRA. It was a harsh reminder that planning ahead isn’t just smart—it’s essential.
A disaster recovery plan (DRP) for your business records is one of the smartest investments you can make. Not sure what that looks like? Stick around—we’ll show you how to build a plan that prepares your business for anything.
What Could Go Wrong?
Before we talk solutions, it’s important to know what you’re preparing for. Disasters come in all shapes and sizes, and some of the most common risks are:
- Natural Disasters: Hurricanes, earthquakes, floods, and other severe weather can wreak havoc on your business. Hurricane Helene is a perfect example of how fast things can spiral out of control.
- Data Breaches: Hackers are always looking for ways to exploit companies. If your records aren’t properly protected, sensitive information could end up in the wrong hands.
- Cyberattacks: Malware, ransomware, and other cyber threats can lock you out of your own systems. Recovering your data can cost both time and money.
- Human Error: Even the best teams make mistakes. A misfiled document, accidental deletion, or lost file can throw things off balance, creating unnecessary stress.
The harsh reality? Your business records may be just one incident away from being compromised.
What Happens If You Lose Your Data?
Losing your business records isn’t just a hassle—it can cost you money and hurt your reputation, too.
Financial Loss
Losing vital information like payroll files, customer details, or tax records can mean major disruptions to your business. Trying to recover this information can cost a fortune, not to mention the revenue you might lose while you’re offline. According to IBM’s 2023 Cost of Data Breach Report, the average breach now costs $4.45 million—up 15% in just three years. The good news? IBM says having a solid disaster recovery plan (DRP) can help cut those costs significantly.
Reputational Damage
Mistakes happen, but losing sensitive data can severely damage the trust you’ve built with customers and partners. Mishandling a single disaster can make people question your ability to protect their information. In fact, a 2020 McKinsey study found that 87% of consumers wouldn’t do business with a company if they had concerns about its security practices.
Higher Insurance Premiums
Cyber insurance is now a common option for businesses wanting to reduce the risks of data breaches. But according to IBM, most insurers won’t provide coverage unless you have a solid DRP in place. Even if they do, you’re likely to face much higher premiums without one.
What’s a Disaster Recovery Plan, Anyway?
A disaster recovery plan is like a safety net for your business. It’s a detailed strategy that spells out how you’ll protect, back up, and recover vital records when things go wrong. Having a DRP in place keeps you from scrambling at the last minute and ensures your operations get back on track quickly after a disruption. Your company’s DRP should be solidified in a detailed document that outlines every step and procedure necessary to recover from a disaster.
The goal is to have a plan in place that minimizes the impact of these disruptions and allows your business to continue functioning with minimal downtime. Think of it as peace of mind you can count on when the unexpected happens.
Different Ways to Protect Your Data
There’s no one-size-fits-all when it comes to disaster recovery plans. Depending on your business setup, you might need one (or a combination) of these types of DRPs:
1. Virtualized DRPs
With virtualized recovery plans, your business can run on backup virtual servers if your primary systems go down. It’s cost-efficient and allows you to get things up and running without major delays.
2. Network DRPs
If your operations rely heavily on interconnected networks, a network DRP helps ensure those networks can be rebuilt and restored. The goal is to maintain access to your internal and external systems during a disaster.
3. Cloud-Based DRPs
Want to access your records anytime, anywhere? Cloud recovery plans depend on secure off-site storage to keep your data safe.This means that if a disaster strikes, you can access and recover your data from anywhere. Cloud-based DRPs are especially handy for businesses with multiple locations or remote teams since they offer a simple, centralized way to recover data.
4. Data Center DRPs
For businesses with sensitive or high-value data, data center DRPs can be a lifesaver. Augusta Data Storage provides secure, climate-controlled facilities that protect your physical and digital records with layered backup systems, giving you 24/7 access and top-tier reliability.
Building Your Own Disaster Recovery Plan
Creating your DRP can feel like a lot to tackle, but breaking it down into smaller steps makes it much easier. Here are some key tips to keep in mind:
- Figure Out What You’re Up Against: Start by identifying the biggest threats to your business. Is your area prone to hurricanes, like the CSRA? Are your records susceptible to cyber risks? Knowing what you’re protecting against makes planning much easier.
- Focus on the Most Important Information: Not all data is created equal. Identify your most critical records (like customer files or payroll data) and make sure they’re protected first.
- Write Down Clear Steps: Create a roadmap of what should happen when disaster hits. Include step-by-step instructions for things like retrieving backups, getting in touch with vendors, or accessing off-site storage like Augusta Data Storage. Assign clear roles, so everyone knows what they’re responsible for.
- Practice, Then Update: Your DRP isn’t a one-and-done deal. Test it regularly to make sure it works, and revise it as your business grows or new technologies are implemented.
Example Outline for Your DRP
Here’s a basic template to help you get started:
Purpose and Goals
What’s your DRP meant to do and cover? Is it focused on keeping access to critical data uninterrupted? Protecting customer privacy? Reducing downtime? Make sure you’re clear on the scope of the plan and the types of disasters it handles, like cyberattacks, natural disasters, or system failures. For instance, your goal could be to get essential operations back up and running within 24 hours of a disruption.
Risk Assessment
Think about the main threats your business could face and how they might affect your operations. This could be anything from data breaches and server outages to ransomware attacks or even physical events like floods or fires.
Take some time to evaluate how likely each risk is and how severe the impact would be, so you know where to focus your attention. For example, if you handle sensitive data, a ransomware attack might be one of your top concerns.
Action Plan
This is the heart of your DRP. Outline step-by-step instructions for responding to a disaster. Include clear roles and responsibilities for team members, timelines for each action, and any specific tools or resources they’ll need. For example, specify who contacts IT support, how to notify customers, and when to initiate data backups. The more detailed your action plan is, the better prepared your team will be.
Testing and Updates
Testing and updating should be a formalized part of your DRP, not an afterthought. Schedule regular testing to identify any gaps and make improvements. This could include simulated disruptions, such as a mock server crash, to see how well your team responds.
Make sure to update your plan whenever your business changes—like adopting new tech or opening new locations. Keeping it up to date ensures your DRP stays effective and ready to go when you need it.
Why Augusta Data Storage Should Be Part of Your DRP
Here’s the thing: You shouldn’t do this all on your own. Partnering with experts like Augusta Data Storage can make all the difference. Our secure storage options, digital backup support, and disaster recovery expertise are tailor-made for businesses that need reliable protection. With a NARA-certified facility and cutting-edge security solutions, we’ve got every tool you need to keep your business records safe and accessible, even in the worst-case scenario.
If you don’t already have a disaster recovery plan, now’s the time to start. And with Augusta Data Storage in your corner, building one is easier than you think. Don’t wait for disaster to make you wish you had a plan. Get in touch with us today and keep your records safe, sound, and secure.