Entrepreneurs know their businesses accumulate an overwhelming amount of information every day. Additionally, the tech world changes rapidly, so staying on top of the latest apps and trends is almost impossible. However, here are some tried and true methods to help you organize and safeguard the digital assets of your business.
Backup Your Business Information
Prevent a data loss disaster by implementing a robust backup strategy to protect your computer data. Ideally, you should use the 3-2-1 backup method in addition to syncing your files on a cloud drive. Furthermore, you should create digital copies of all your paperwork because it is susceptible to damage by fire, flood, or other disaster.
Declutter Your Computer and Filing Cabinets
You might wonder why I suggested you back up your business information and then declutter. Well, when decluttering, people accidentally delete the wrong files. It’s a common occurrence when there is no file naming convention. Performing the backup first will allow you to retrieve anything you delete by mistake.
Before rapidly hitting the delete key, plan what you need to keep. Build a retention schedule for your paperwork and digital files to guide you in decluttering. A retention schedule is vital to building your business archive, too.
When digitally downsizing and decluttering your computer, take the time to close online shopping and loyalty accounts you no longer use. When there are fewer places for cybercriminals to find your information, it is easier to safeguard the digital assets of your business. That brings me to the next essential tool: a password manager.
Use a Password Manager
Using a password manager enables you to create strong passwords and change them easily without remembering them or writing them down on scraps of paper. Most password managers sync through an encrypted cloud server so you can access your accounts from any of your devices. Also, you can easily share passwords with specific people while continuing to safeguard the digital assets of your business.
Business Continuity Plan
Finally, create a business continuity plan (BCP). It does more than safeguard the digital assets of your business; it ensures your business keeps running in case of a disaster. Remember to test your BCP in various scenarios to ensure you or your team member can access your business information in an emergency.
With a little time and effort, you can organize your information and safeguard your digital assets. And when you do, you’ll feel more relaxed knowing that if anything goes wrong, you have a plan to recover quickly. For more information on managing office systems, contact the Out of Chaos team or book one of our productivity workshops.
