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What are the best ways to prevent data loss when backing up records?

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Data loss can be a nightmare for any administrative manager who handles sensitive and valuable records. Whether it is due to human error, hardware failure, malware, or natural disaster, losing important data can have serious consequences for your organization. That is why you need to have a reliable and secure backup strategy to protect your records and ensure their availability and integrity. In this article, we will share some of the best ways to prevent data loss when backing up records, such as choosing the right backup method, frequency, location, and format.

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Yandani Songezo Mbobosi

????♂? Office & Administration Wizard ?? | Org Leader?? | Sales & Customer Relations?? | Project Assistant…
Nwanyieze Ikonnie (Growth Partner to CEOs)

Executive Business Support Specialist. Executive Virtual Assistant for Startup Founders & CEOs. I Help You Reclaim Your…

1 Choose the right backup method

When it comes to storing your records, there are various backup methods you can choose from depending on your needs and preferences. A full backup is the most comprehensive and secure way to backup your records, but it also takes the most time and space. Alternatively, an incremental backup only copies the data that has changed since the last backup, while a differential backup only copies the data that has changed since the last full backup. You should consider factors such as how often you need to backup, how much storage space you have, how long you need to retain your records, and how quickly you need to restore them in case of data loss before selecting the best method for your record management goals.

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Yandani Songezo Mbobosi

????♂? Office & Administration Wizard ?? | Org Leader?? | Sales & Customer Relations?? | Project Assistant |Operations Manager ??|Bachelor of Applied Science of Applied Business Management ??|ISFJ-A personality???
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The best way to prevent data loss when backing up records is to regularly and securely save copies of your information in different places. Use reliable backup methods, like external hard drives or cloud services, and make sure to check that your backups are working correctly.

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Nwanyieze Ikonnie (Growth Partner to CEOs)

Executive Business Support Specialist. Executive Virtual Assistant for Startup Founders & CEOs. I Help You Reclaim Your Time & Build Profitable Businesses By Streamlining Operations | Freelancer Success Coach.
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To prevent data loss during backups, follow these guidelines: schedule regular automated backups, keep multiple copies in different locations, including cloud storage, implement versioning and encryption, periodically test restoration, use redundant backup solutions, monitor backup health, and maintain clear documentation.

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Tatiane Rodrigues Carminati

Opera??es I Administrativo I Facilitie I Financeiro I Contas a Pagar I Faturamento I Gest?o de Contratos I Gest?o Or?amentária I Totvs Protheus I ClickUp I Looker I Google Workspace
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A melhor escolha do método de backup, devem ser "Todas as formas", backup completo, incremental e diferencial, pois cada uma abrange uma necessidade diferente, de acordo com a importancia dos dados, além de levar em considera??o os quesitos de espa?o e tempo de armazenamento e rapidez de realiza??o do processo.

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2 Choose the right backup frequency

Another factor that you need to consider when backing up your records is how often you should do it. The backup frequency depends on how frequently your records change, how critical they are for your organization, and how much data loss you can tolerate. For example, if you handle records that are updated daily and are essential for your operations, you might want to backup them every day or even multiple times a day. On the other hand, if you handle records that are rarely modified and are not very important, you might only need to backup them weekly or monthly. You should also factor in the backup method that you use, as some methods require more frequent backups than others.

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Tatiane Rodrigues Carminati

Opera??es I Administrativo I Facilitie I Financeiro I Contas a Pagar I Faturamento I Gest?o de Contratos I Gest?o Or?amentária I Totvs Protheus I ClickUp I Looker I Google Workspace
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N?o há uma regra inalterável sobre a frequência de backup a ser feita. Cada empresa, ou indivíduo deve adaptar suas necessidades de acordo com a relevancia dos arquivos/documentos, pois a perda de informa??es pode trazer graves consequências em algumas situa??es. Há recomenda??o que em grandes empresas este backup seja feito diariamente, em tempo real ou algumas vezes ao dia, garantindo a integridade das informa??es e sua seguran?a. E para isso, a empresa precisa ter capacidade de armazenamento compatível. Também é de suma importancia que este backup seja feito em local fora de empresa (preferencialmente em nuvem), pois isso ajuda a proteger os dados em casos de roubo, inunda??es, incêndios...

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3 Choose the right backup location

When backing up your records, it's important to consider where you should store them. The backup location should be secure, accessible, and reliable in order to prevent unauthorized access, ensure easy retrieval, and avoid data loss due to physical damage or theft. You have several options for backup locations, such as a local backup (e.g. an external hard drive, USB flash drive, or CD/DVD) which is convenient and fast but exposes your records to the same risks as your computer. Network backup (e.g. a network-attached storage device or a server) is more secure and reliable but depends on the network availability and performance. Cloud backup (e.g. a cloud storage service or a cloud backup service) is the most secure and reliable option as it protects your records from any physical or local threats; however, it requires a stable and fast internet connection and may incur additional costs and privacy concerns. Ultimately, you should choose the backup location that best fits your budget, bandwidth, and security needs; additionally, you may want to consider having multiple backup locations for extra protection and redundancy.

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Gilmara Cristiane Gon?alves Borges

Gest?o de Contratos- Gestao de FM- Gerente Administrativo Operacional-Graduanda em Engenharia de Controle e Automa??o UFSC- Campus Blumenau
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Os servi?os de nuvem s?o populares, mas é preciso estar ciente de que os provedores do servi?o ser?o os responsáveis pelos suas informa??es, ou seja, isso significa que você n?o terá todo o controle dos seus arquivos

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Tatiane Rodrigues Carminati

Opera??es I Administrativo I Facilitie I Financeiro I Contas a Pagar I Faturamento I Gest?o de Contratos I Gest?o Or?amentária I Totvs Protheus I ClickUp I Looker I Google Workspace
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Mesmo que o backup em nuvem traga mais custos com uma excelente conex?o de internet, ela é a mais indicada por ser a mais confiável e segura. T?o importante como esta escolha, s?o as clausulas contratuais da presta??o do servi?o, que devem ser analisadas por profissionais capacitados e negociada altera??es caso sejam necessárias.

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4 Choose the right backup format

When backing up your records, it's important to consider the backup format. This refers to how your records are organized and compressed in the backup destination, and it can affect the backup size, speed, and compatibility. There are three common formats: Native, Proprietary, and Standard. Native is the simplest and most compatible option, as it preserves the original attributes and properties of your records. Proprietary is more efficient and compact, as it compresses and optimizes your records for the backup destination. Standard offers some compression and optimization benefits, as well as some compatibility and accessibility advantages. You should choose the format that best matches your record management objectives. By following these best practices, you can prevent data loss when backing up your records and ensure successful administrative tasks.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Timothy A. A.

Industrial Chemist I Executive MBA Candidate l Advocating for Equity l Driving lnnovation & Efficiency
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Regularly test your backups by performing trial restores to ensure they can be successfully recovered. For example, if you're using a backup tool, initiate a restoration process for a sample file or dataset. Confirm that the restored data is accurate and complete. This practice ensures that your backup system is functioning as expected, and you're well-prepared for actual data recovery scenarios. Also, Implement monitoring tools to keep a close eye on your backup processes. Set up alerts for any anomalies or failures during the backup procedures. This proactive approach allows you to address issues promptly before they lead to data loss.

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What are the best ways to prevent data loss when backing up records?

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3

4

5

1 Choose the right backup method

2 Choose the right backup frequency

3 Choose the right backup location

4 Choose the right backup format

5 Here’s what else to consider

Administrative Management

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What are the best ways to prevent data loss when backing up records?

1

2

3

4

5

1 Choose the right backup method

2 Choose the right backup frequency

3 Choose the right backup location

4 Choose the right backup format

5 Here’s what else to consider

Administrative Management

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