Data can be lost for many different reasons. Your hardware can fail, be damaged or even stolen. You can lose files by accidentally deleting them or your computer can contract a virus that seems to "eat" files. You will want to be prepared no matter what the disaster may be. Having backup files available in the event of trouble could be the difference between your small business staying open or having to shut down.

You will want to consider what files are critical and need to be backed up. Critical files may include banking and other financial records, inventory lists, electronic catalogs, customer data, marketing materials and presentations.

There are several ways to backup your small business technology. One simple method for saving small amounts of data is to copy or "burn" your files onto a CD. Another option is to keep a second computer or external hard drive around to serve as your backup center. You can have these computers back each other up, but keep these computers on separate sites so that they aren't lost together. You can also use an online service that lets you back up your data using an offsite server. Depending on the amount and type of data you need to save, you can use any one method, or a combination of methods. The key is to make certain at least one set of files is kept in an offsite, secure location. The process of backing up data is so quick and easy and if you just educate yourself on how to do it, it can help protect years worth of labor locked up in your computers.

There are five essentials to a backup plan.

1. Decide which files or data are critical to keeping your small business operating.


2. Select the method or methods of backing up your critical data you will use.


3. Perform a full backup at least once a week. Backup any critical data daily to a removable device.


4. Test your ability to restore your files at least quarterly. Make sure the backup systems really work.


5. Store your backups offsite - far enough away so a disaster won't strike both locations. You can keep a full backup copy onsite, just make sure you also have a distant one in case of a local disaster.

Here are some resources and solutions you may want to consider for backing up your small business files:

• Imation: Imation is a leading supplier of backup hardware also called "removable data storage media" and has one of the broadest product lines in the field. Their Small and Medium Business section has an excellent section devoted to small businesses. They offer helpful tips, advice and product information to help get you started.


• Symantec: Symantec is known for its anti-virus solutions for small businesses. They also have a standout offering called Drive Image 7 Backup. This user-friendly Windows add-on makes it simple to back up your files to internal or external drives, CD or DVD burners, USB or FireWire devices and network locations.


• There are several online backup services offering plans for small business, including SystemSafe Online Backup, Iron Mountain Digital, and bigVAULT Storage Technologies.


• Second Copy: Second Copy is from Centered Systems and is an inexpensive ($29.95) software package for Windows that automatically makes a backup of your data files to another directory, disk or computer across the network. It then monitors the source files and keeps the backup updated with new or changed files.

There are many options for backing up your small business files. It doesn't matter as much which option you choose, only that you choose one and actually do it.