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David J Steele
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Knowledge Base
Backups and Archives
Making sure your data is secure and backed up is like taking out life insurance on your data. Being proactive instead of reactive is key. That is why if you haven’t taken the time to review your current plan, the New Year is a great time to start. Here are some of Intrada’s recommendations.
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Step #1: DELETE
Consider deleting files that haven't been touched in over a year or archiving them for future access. Not only does this type of file management reduce the risk of a cyber incident, but it also ensures clutter-free storage.
NOTE: You must keep some data files for legal, financial, or historical reasons. You can read more about that in a previous article by clicking here.
Step #2 – ARCHIVE
Archiving older data helps keep files organized and saves space - perfect for the start of a new year! It is like cleaning out the garage – something you should do yearly but don’t look forward to doing. Intrada understands the importance of keeping valuable information, but it is not always necessary to store everything ‘HOT.’ Intrada considers 'HOT' data as files, emails, and information available quickly on a device. In case of a cyber incident, you decrease liability when accessible information is limited. In the case of file management, less is better regarding files, folders, and information. Don't forget your email accounts; you want to archive and clean up your inbox, all sent emails, and make sure to delete your deleted emails.
Step #3 - FILE CLEANUP
Where do you keep all your files? Most corporate networks don't backup files on a local machine. Intrada recommends reviewing your files and making sure they are saved correctly and that any duplicates are removed. Computers now come with Solid State Drives or SSDs. SSDs have no moving parts and use memory chips to store your files, providing a much quicker response and experience. But when an SSD fails, there is very little chance for any data recovery. When it is gone – it is gone. That is why it's so important to know where your files are stored, and you have quality backups. If you are unsure if your files are backed up or saved in the correct location, contact your IT Department.
Step #4 – BACKUP
Backups should be part of any professional and personal data retention plan. There are many backup solutions from physical devices to the cloud, full to incremental to the differential.
Intrada recommends a full backup to a cloud service or physical device disconnected from the network when done for a simple yearly cleanup. Test your backup to ensure it works and that any documentation is included so you remember all details. Once you test the backup, disconnect the device or account from your machine.
This protects your backups and gives you a "lock box" historical data snapshot. If you use a physical device, we recommend removing the device from the site or storing it in a fireproof safe.
How Can Intrada Help?
If you need help with deleting old files, archiving both files and email, and making sure you have a solid backup, contact us to review. With Intrada’s file management services, you can worry less about your data and access it when you need. So, let’s start 2023 off on the right foot with a secure file management plan!
Some additional helpful information:
Intrada uses Acronis for backup for both home and business users. Acronis Cyber Backup covers endpoints both physical and virtual with on-premises storage and cloud storage options.
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