The Importance of Data Backup


A recent DTI report showed that UK companies are becoming increasingly reliant on the availability and integrity of their computer data. Losing data can frequently mean the end of a business and, although large companies have the time and resources to protect against losing this valuable asset, smaller companies frequently do not.

This is concerning given that many small companies provide a source of income for their owners and losing critical business data could mean the end of trading and loss of income. In this article, I will outline how data can be lost and suggest ways to prevent this.

Part 1: How could I lose my data?

There are many ways in which you may lose data.

  • Fires, floods & natural disasters
  • Theft
  • Physical damage (eg coffee spills)
  • Accidental deletion
  • Over-writing a file
  • Hardware failure
  • Power surge

Part 2: What will I lose?

The list below outlines things which our clients tend to lose following a data loss.

  • Emails
  • Payroll documents
  • Cash flow predictions
  • Annual returns and VAT returns for government
  • Proposals
  • Contracts which you are required by law to keep
  • Sales pipeline
  • Contact details of potential clients
  • Invoices
  • List of outstanding debtors
  • Staff targets

How much will losing data cost me?

There is no absolute way to calculate the cost of data loss, but there are a couple of ways to estimate it:

  1. Number of hours to recreate the lost documents, although things such as emails cannot be recreated.
  2. Loss of future profits eg if you lose your emails, contacts and sales pipeline
  3. Cost of business downtime until you get back up and running.

According to the DTI report, security breaches and loss of data can cost UK companies between 7,000 and 14,000 per incident.

How can I prevent this?

We recommend that our clients do three things to prevent against data loss.

  1. Create a disaster recovery plan to ensure that you know what you could lose and how quickly you could recover.
  2. Invest in a dedicated file server so that you can prevent against data loss through hardware failure. It is much more affordable than you might think.
  3. Use secure fully automated off-site backup, a service which means that no matter what happens to your office, you can quickly recover your files. This service requires no IT knowledge and is very affordable for small businesses.

The Next Steps

Diamond Data Backup specialise in data backup and recovery, and can help you with all of the above prevention techniques. We can help you identify the most critical data in your business and put in place secure off-site solutions to prevent against data loss. We also have technicians who have experience installing dedicated files servers and securely setting up access to your systems.

For further information, call Diamond Data Backup on 0845 838 1710 or visit our website at

© Diamond Data Backup 2005. Diamond Data Backup is a
trading name of Robertson Technologies Ltd (SC283257)