How frustrated and upset do you, an agent or broker, get when you have just prepared a renewal review on your computer and the computer crashes and you have a meeting with the insured in two hours? How long do you spend trying to find the renewal review when your computer is again operational? When do you stop looking and do your best to replicate that renewal review?

That experience alone can ruin anyones day. Now think about all your clients data on your systems and the possibility that a loss can occur where all your computers and networks are destroyed. Not backing up on a regular basis is not only an inconvenience in this scenario; it can end your business. An insured will feel sorry for your agencys setback, but unless you can service them, your agency will lose them to someone who can.

There is no way to completely eliminate every risk of data loss when it comes to implementing the best methods of backing up files for an agency. But there are ways that an agency can implement backup procedures to better survive a disaster.

The best technology for backing up is the use of removable storage (i.e., tape, CD/DVD, Zip disk, etc), mainly due to its portability. For the following example, a tape is used. The best method for backing up your files involves the following:

A different tape should be used for each day on which work has occurred. They should be labeled for the day backup occurs. Someone should be designated to take the prior days backup home when they leave the premises. What good is doing backup and leaving the tape on premises if a fire should consume your office?

A backup should be created for the week at the end of the week. These tapes should be labeled: Week 1, Week 2, etc., corresponding to the number of weekends in the month.

When the month comes to a close, then a month ending tape is created and labeled appropriately.

The final tape should be for year, ending with the year written on the tape.

An agency must be ready to replicate its entire business quickly. It all starts with effective procedures of backing up all your files.

Got an agency tech question? E-mail Ara Trembly ([email protected] or Mark Ruquet ([email protected]).

Reproduced from National Underwriter Edition, July 14, 2003. Copyright 2003 by The National Underwriter Company in the serial publication. All rights reserved. Copyright in this article as an independent work may be held by the author.