How to organize documents to back up?

A good disaster recovery plan involves more than the backup and storage of information in a place outside the physical environment of the company.

Typically, the strategy includes tested and documented procedures that must be followed to the letter and revised periodically. After all, when the crisis is established, nobody wants to be caught by surprise. More than that: when a company is prepared for extreme situations, there is a reduction of major losses, reduces any scratches to corporate image, reducing interruptions, distribution of responsibilities, more security and better results for customers, and a return more Fast stability. But knowing how to organize documents has been the big question for most companies.

Generally, there are at least ten reports that cannot miss. First, a complete listing of the backup should contain, followed by: list of all critical phone contacts (customers, suppliers, prospects, employees, supporters etc.); inventory of all company communications and distribution record; inventory documentation; equipment inventory; inventory forms; inventory of insurance policies; inventory of the main computer hardware; inventory of suppliers; inventory of documents housed in notebooks and tablets; inventory of office supplies, including what is distributed in other business units. Today, even several reports already formatted to facilitate filling and the internal organization.

Every disaster recovery plan should also have a master document that describes in detail the procedures to be performed before / during and after the problem. Within this walkthrough, cannot miss methods to maintain and update the plan. Example: if your company acquires a large shipment of paper or even a new outfit, it is necessary that this update is listed in the backup report. This is because in case of failure, all will have an exact idea of what to check. The same should be done in all areas, including Human Resources – keeping records of employees and always updated with the required documents attached by law on each chip. This is regular review, including important material defense with the Labor Court, saving troubles for lack of proper organization.

Another important point is to distribute responsibilities to enact an emergency measure. Who ever heard that ‘crashed the system just when the computer technician was on vacation’? To prevent further such deployment of Murphy’s Law ( if something has the slightest chance of going wrong, certainly will ), there must be teams responsible for administrative functions, facilities, logistics, user support, computer backup, restoration and other important areas in the organization. Relying on experienced professionals in major functional areas are increased chances of success in the midst of crisis, since this group of managers will eventually overseeing the process, checking documents and following recovery. Ie: even if one of the managers for some reason is not available, this absence will not put in check the thread of the organization.

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