The average organization can double its stored information in a matter of months. Since new laws require companies to keep this data for an extended period of time, it is up to the company to comply with regulations and establish an effective system for records management. While log management is extremely important, disaster recovery planning is just as essential. Since the enormous amount of data stored for an average organization can require a great deal of capital, many companies mistakenly choose to cut costs by skipping the planning area entirely.
Why Disaster Recovery Planning Matters
An organization is responsible for protecting and managing all the data it stores. Whether that information is mission-critical or contains private customer data, the company is obligated to store it securely. Planning shouldn’t just focus on the data needed for day-to-day operations. Since most customer information and files may contain personal and confidential information, it is equally important to protect all data during a disaster situation, such as a flood, power outage, fire, hurricane, or even terrorist act. .
Another common problem for organizations is virtual threats. These can include viruses, network errors, and data breaches that not only prevent the business from running, but can also expose important information. Safe disaster recovery planning ensures that data is not lost, deleted, or stolen, and that it is safely stored and protected from third parties, including identity thieves. If vital records cannot be accessed, a business may never be able to recover.
Disaster Recovery Planning and Federal Regulations
Numerous federal regulations, such as HIPAA and Check 21, require organizations to use effective disaster recovery planning. Businesses can face fines or not receive federal recovery assistance if they don’t have plans in place. Any organization with a plan must ensure that it strictly follows state and federal regulations to remain compliant even during a disaster situation.
Why Backups Are Not Enough
Backup systems are very complex and are used by many organizations to plan their disaster recovery. While having internal backup systems is important for recovery, they are not as secure or reliable as having a plan for records management. Backup systems should be used to store mission-critical data that can be reinstalled for a business to recover after a disaster. However, what should not be stored in a backup system is customer information or other sensitive personal data that could be intercepted by a third party. Digital backup systems cannot protect paper files from water, fire, or even soot damage. Instead, an organization should include records management within its plan to ensure that paper files are protected and stored off-site, away from potential disaster areas.
Regardless of your industry or the size of your organization, effective disaster recovery planning is imperative for the safety and sustainability of your business. Companies that specialize in records management can help store digital files as well as paper files to ensure that you not only protect your records, but also comply with all supporting state and federal regulations.
