Back up your records before you build an app

Moving from paper files or Excel sheets to a new system is exciting. It is also the moment your records are most at risk. Files get copied wrongly, columns get lost and old sheets get deleted too early. A little preparation avoids all of that.

Copy everything first

Before anyone touches your data, make a complete copy of every file, sheet and register. Keep the originals exactly as they are. If something goes wrong during the move, you can always start again.

Clean up before you move

Look for duplicate names, missing phone numbers and spellings that differ between sheets. Fixing these now is much easier than fixing them inside a new system.

Follow the 3-2-1 habit

• Keep three copies of important data.
• Store them on two different kinds of storage, such as a computer and an external drive.
• Keep one copy somewhere else, such as cloud storage or another building.

Check that you can restore

A backup you have never tried to restore is only a hope. Once a month, open one and confirm that the files are complete and readable.

Decide who has access

Backups contain everything, including private information. Keep them protected with passwords, and limit who can open them.

After the new system goes live

Ask your supplier how the new system is backed up, how often, and how long it takes to restore. Backups should run automatically, not depend on someone remembering. If you want a second opinion on your setup, we offer a security review and backup service.