Use the cloud to back up records now before the summer
May 30, 2013

Some accounting firm owners just go about their days getting tasks accomplished, making sure everyone else is doing their jobs and making a profit. It's not always an easy job, but it can be very rewarding. Many of these people don't think too hard about where all of their records are.

A lot of accountants are increasingly moving files to the cloud or other digital storage archives. There are lots of benefits to doing so, so it only makes sense. Anyway, if most are on their computers for the majority of the day, wouldn't that be easier?

For convenience's sake, though, some people still rely on paper files kept in storage cabinets - the older method. This way, they don't have to spend man hours and effort transferring records online. That said, this isn't always the safest strategy. What if someone breaks in or there's a disaster? All of that information could easily be made vulnerable, lost or otherwise destroyed. Many business leaders are advocating that their peers make the switch before the summer approaches.

Why the summer?
Why is this important now? We're only approaching the end of the winter - snow storms are still virtually guaranteed before we hit spring. The short answer is that summer is also a common season for storms, and it's crucial to back up regularly. After all, North America has been battered by summer storms in the last few years.

Entrepreneur Magazine said that, especially considering the damage Hurricane Sandy did nearly two years ago, it's more important than ever to make sure files are protected. Would you want data from your financial programs making their way into others' hands due to destroyed offices? This can result in monetary penalties, legal repercussions and ruined reputations.

The news outlet reported that this is the time when company leaders should be backing up data in case disaster should strike, no matter if the business is on the coast or not. Mission critical information should be duplicated in case the original copies are lost, while administrators can't forget to test out recovery strategies as well.

Back up before it's too late
A lot of owners don't do this until after the fact. According to Southwest Mississippi's Daily Leader, companies in Lincoln County learned last year that they should backup files whether or not they're in storms' paths, after a local records department was destroyed in a fire, where a lot of important documents were lost forever.

The source said that the Chancery Clerk's office is going about things intelligently - backing up on computers but holding the original records in paper form as well, just in case.

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