Securing Your Online Files

Securing Your Online Files

We live in an age where almost everything you need to know is online and digital. It has made our lives easier, resources more accessible, and has changed our lives for the better.

Before, we had to rely on manual operations to get work done. Handwritten or typed correspondence, landlines and manual filing have been replaced with automated digital systems and fast communication platforms. One example of the impact of computer technology is the online workspace. Before, people had to be physically present in an office for work. With online workspaces, employees can do their work from anywhere around the world, be it when travelling during a business trip or from the comfort of their own home.

But, online reliance has drawbacks. Not all digital systems are secure. Online security has developed into a considerable industry playing a game of cat and mouse with hackers and other data thieves. Although not everyone can afford expert help in developing secure systems online, backing up files is the first step to protecting your data.

Backing up online or physically

Every system online is prone to bugs and a downtime now and then. A back-up system is an easy way to recover files should your personal computer or software fail to work. Whether online or physical, an efficient back-up schedule needs developing and implementation.

When developing a back-up strategy, consider the different documents and how often to back them up. Word and spreadsheet files need daily backing-up, and most basic software can incrementally back-up files being worked on in a shared network. Data files such as emails, calendars and contacts often need a separate app for regular back-up. Depending on the volume, larger files for films, music and photos require their back-up strategy, while valuable or essential items to be stored for long periods need added protection.

But what type of backup protocol should you consider? Two types of backup are available: online and physical.

Online backup

Online backup allows you to retrieve your work files no matter where you are, regardless of what electronic gadget you are using to gain access. For personal files, many people rely on one of the many available online storage services, such as iCloud, Google Drive, Dropbox, and OneDrive. Microsoft Office 365 provides the infrastructure for business to work efficiently but does not have effective inbuilt security programs to protect files and data. This has led to tech companies offering Office 365 (O365) backup to secure the system, and provide safe online storage regardless of location and if the office server is down.

Physical backups

What if you do not have access to the internet? Or what if the power is out? The best way to secure your file is by creating a physical backup of your data on an external hard drive. For important documents, a physical backup in the form of a printed version ensures proof and access.

There is no telling what can happen in the future, except that cybercrime is becoming increasingly sophisticated and system faults will continue. If you do not back-up your files, you risk losing them. Backing them up is a simple way of preventing an unnecessary disaster.

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