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Protecting Data Media and
Other Important Records
Seven out of ten businesses do not adequately protect their vital records
from fire loss. Even if your records are covered by insurance, you must
still be able to document what was lost and its value before the insurance
carrier will pay the claim. And, even if you can document the loss, many
items can never be totally reconstructed.
If a fire loss were to occur today, would you and your staff be able to
recreate any records that are lost? It's not just fire, but the resulting
heat, smoke and water can also cause significant damage. Client files,
contracts, accounts receivable and payable, tax records and personnel
files all must be maintained in cabinets and safes that provide the proper
protection.
It is essential to back up files at regular intervals and maintain copies
both on and off premises in containers approved for data media storage.
Fireproof files and safes usually provide adequate protection for paper
records. However these containers do not properly protect diskettes, tape
cartridges and CDs. Data media insulating safes tested and approved by UL
(Underwriters Laboratory) provide the best method of protecting against
fires. These safes typically carry a UL class rating of Class 350 or 125.
Data stored off site must also be managed correctly. Periodic review of
security, heating, air conditioning, transit protection and flood risk are
some of the areas to be addressed. In addition, if security safes are
used, they should be kept on the ground floor. Although a falling safe
will not break, the media and data inside can be destroyed.
Review your data media and important document storage procedures. Be sure
your files are protected or can be recreated should a fire loss occur. |
