The Savvy CIO

This is part 9 of a series on IT Self-Assessment for small businesses. We’re providing information and guidelines for a simple IT check, giving you the ability to gain free insights into how your technology can serve your  business better. Each post covers a critical area of technology.

Data Protection & Recovery: Data Repositories

Function & Value

Data repositories keep your critical business information centralized and secure. For most small businesses, the sole or primary repository is a file server. Other common data repositories are hosted file management systems, industry specific applications, and customer relationship management databases.

A centralized server makes files accessible and organized, and protects your business from loss due to employee turnover or computer failure.

A server is often one of the first IT purchases for a new business, but many are underutilized, insecure or improperly configured. This leads to continued exposure to risk, both internal and external. Here are the most common problems small businesses encounter with a file server and how to avoid them.

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This is part 8 of a series on IT Self-Assessment for small businesses. We’re providing information and guidelines for a simple IT check, giving you the ability to gain free insights into how your technology can serve your  business better. Each post covers a critical area of technology.

Data Protection & Recovery: Backups

Function & Value

Backups create copies of critical business information. Computer hard drives fail, laptops are stolen, buildings catch on fire, data is accidentally (or intentionally deleted). Backups ensure these events don’t permanently destroy data.

Backups are not very interesting, and tend to be neglected. They’re hard to care about when nothing has gone wrong for years at a time. But in times of unexpected disaster, an accessible backup can save days, weeks or years of work. A backup can even determine if a business survives or closes its doors.

Here are six common backup mistakes that put your business at risk.

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Smart phones are everywhere. In 2008, nearly 90% of respondents to a survey said they accessed email or company information on a smart phone purchased either by their company or themselves.

How many people in your company are now carrying emails, files, passwords and network access around with them 24×7?

Mobile connectivity increases responsiveness and productivity, but have you adequately addressed the security risks these devices bring?

The main risks you should be aware of are:

• A lost/stolen device or memory card with information stored on it
• A lost/stolen device with the ability to access the company network
• Interception of data over WiFi or 3G networks
• Interception of data over Bluetooth connections
• Departing employees with un-wiped mobile devices they personally own
• Lack of clear ownership of the phone number (if the phone itself is used for business)

What can you do to minimize these risks?

• Require passwords/PINs on all devices
• Use encryption for files and storage cards (this can require third party software)
• Restrict what software and which employees can connect to your network from a mobile device
• Use SSL encryption when setting up email accounts
• Use centralized solutions tied to your email/collaboration system that have remote-wipe capabilities
• Provide clear policies and training for your staff
• Include mobile devices with access in your end-of-employment security checklist
• Be sure you have ready access to carrier and account information

Are you aware of other risks or solutions when it comes to mobile devices?

Talking about data backups is as fun as going to the dentist.

Every time I visit the dentist, I get a lecture about flossing more. I’ve never had a costly cavity, crown or root canal, so my newfound concern for my teeth only lasts for a few weeks. I have more pressing matters than prevention.

Many leaders approach data backups this way. Like my teeth, they haven’t yet paid the price for lack of prevention. It isn’t likely to affect them and there are always more urgent issues on their plates.

Of course, backups (like flossing) are important to tend to. Businesses in Chicago still remember the 2004 fire on LaSalle that locked down a building for weeks. Most companies’ offices were fine, but they couldn’t get to their data.

Guess how the unprepared fared?

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My friend Dave has four salespeople. Right now his company needs all hands on deck to best position themselves for the recovery. But one of them is coasting, content with the residual commission and long term relationships he has built over the years.

This salesman knows what Dave is now realizing: He “owns” his accounts and all of the information associated with that relationship. His notebooks, black book and Blackberry are assets the company can’t afford to lose.

Dave is held hostage in replacing or eliminating underperforming staff, because they control the information about the company’s customers and prospects.

Your company must own this information.  The technology that typically makes this happen is a Customer Relationship Management (CRM) Database.  A well-implemented CRM means:

⇨    Marketing, sales and customer service are in one place
⇨    Actionable sales and marketing campaigns flow in repeatable-even automated-processes
⇨    Management has clear visibility into the sales pipeline and salesperson performance
⇨    Salesperson turnover results in no lost information or relationships

With a CRM, Dave could replace underperforming sales staff and provide complete information on every lead, proposal and opportunity in a territory to a new sales person. That’s the power of owning your company’s sales information.