TAMPA, Fla., June 12, 2014 /PRNewswire/ -- Many businesses aren't prepared to respond to natural disasters. With the hurricane season underway, now is the time for business owners to make sure they're ready to weather the storm.
"Business owners often don't realize how valuable their information is until it's gone," said Marshall Stevens, co-owner of Stevens and Stevens Business Records Management, a Florida-based full-service records management center. "It's important for businesses to plan how they'll manage information to keep things running, because it only takes one storm to hit and drastically impact your business."
Stevens encourages businesses to consider the following:
- How would you access hardcopy and electronic records after a hurricane?
- Do you have a plan for your staff to work from a different location in case your office is damaged?
- How would clients reach you after a disaster?
- Do you have electronic copies of vital documents that can be accessed after a disaster?
- Do you have an offsite location with data backups?
"These questions should be considered before a hurricane threat even exists," added Stevens. "Without information, clients could be lost and the owner may be at risk for losing the business."
Consider the following when preparing for hurricane season:
- Location and security of your storage facility. Store information offsite in a location that's designed to withstand high sustained winds, is located in a non-flood zone, has a secure vault and is secured with alarms, security cameras and pass codes.
- Accessibility. Be sure you can access your information 24/7/365.
- Document backups. Whether you make copies or have external hard drives, backing up files is crucial. Store backups in multiple locations.
- Alternative records storage options. Consider utilizing technology that allows files to be converted to electronic images, which are then hosted on a secure, password-protected website. If files are destroyed or you can't access your facility, your information will still be accessible.
The good news is that once you've established good records management procedures, you can rest a lot easier during hurricane season.
Stevens & Stevens Business Records Management is a full-service records storage and information management center, providing services throughout the Southeastern United States, including, Florida, Georgia and the Carolinas. Visit www.ssbrm.com. Follow Stevens & Stevens on Twitter (http://twitter.com/StevensBRM) or Facebook (http://facebook.com/ssbrm).
SOURCE Stevens & Stevens Business Records Management