Do you know your or the IT manager's responsibilities for data archiving and restoration? There are three key components to a PC Backup Plan: 1.
Responsibility / Accountability: Many companies are clear on the responsibilities for the person managing the company's hardware (PCs, Laptops, Servers, Printers, etc.
), but little thought goes into setting up requirements for file and data naming conventions, data storage locations, and backup / restoration of files and folders.
It is the responsibility of the IT managers to create recommendations for file and folder management.
The underlying structure of the files and folders are critical for the PC Backup Plan.
Many companies depend on the users of the equipment to remember to prepare a backup and to use meaningful naming conventions.
IT managers are only accountable for what is in their job description.
All other functions are on as-needed or nice-to-have basis.
It is your responsibility to find out who is accountable for the PC Backup Plan and to contact them to see if it is actually being performed and how often.
If you are accountable, then it is your responsibility to have the tools, both software and equipment, and make time for the backups during your busy daily routines.
2.
Achievable Backup Scheme: There are many backup schemes, but maybe only one is the best fit for your company.
It is the responsibility of the IT managers to make recommendations and provide the software and equipment for the backups to be successful.
Each employee should have a desk reference document on when and how to prepare a backup of their PCs and Laptops or have the assurance that IT services is performing the function and how often.
It is important to review your company's PC Backup Plan and challenge the scheme, the software being used, hardware being used for storage, the location of archives, etc.
The best you can do is to become an advocate for formal backup planning and management with responsibility and accountability with the correct people or organizations.
3.
Professional Software Testing: Let's say the IT manager prepared the PC Backup Plan, selected the software and hardware, and made recommendations for responsibility and accountability.
The next most important step is to train the people responsible with a fully tested PC Backup Plan.
The plan must be tested to ensure the scheme is achievable (rotation of media, schedules, etc.
), that the backup and recovery processes work completely, and that the data, programs, files, and folders including email attachments are all protected during the process.
Most IT managers do not fully test a PC Backup Plan except when under fire.
This is when damaged, lost, or stolen PCs are reported and data is reported missing.
Having a professional approach to testing the PC Backup Plan prepared for you by IT, is critical to the plans success.