Professional providers should make up the bulk of any strategy. They have the experience with data-management systems, procedures and policies. Most providers will have data management and retrieval plans for you to select from, and they will be able to offer optional services to suit your company’s needs. They will set the timing for backup, and they should have 24-hour data retrieval practices. Their location will probably be unknown to the general public, and only direct customers will be allowed to view some of their premises. Your data should be stored individually. These companies offer military-grade protection against invasion, theft, fire and other natural threats for all the data stored in their facilities. Offsite data storage is the last phase of your data management. It is your final safety net.
All data has a mission critical status at some point of its lifecycle. Your IT people will have to classify your data during all phases of use. The idea behind a data cycle is that all data has different values at different moments in time. At the same time, it is inappropriate for most data not to be stored for the longest possible time. Classification of data value and importance is essential for setting up the data management cycle.
Data needs to be managed on different media inside your own company. For example, your server is the central location for access and storage of your data. Your server, if located on your premises should be in a secure and locked location in your building. This includes protection from fire and water damage. You then should have backup of this data from your server in another location inside your premises. Each company should have several layers of data management and security before the final phase of offsite data storage.
People and Process Management.
There is no point having regulations and policies inside your company if your people are not following those policies. Compliance training, testing and surveillance of your data-management policies are crucial. People are the weakest link in any security procedure. You might even need to have those who work in your company to be checked by police if you are handling sensitive information. The requirements by a firm of lawyers are much higher than they were in the past, for example. Each time we see a breach of data security in business, it is often an employee or an ex-employee who is involved to cause that breach of security.
Data-management and security procedures for any company are becoming more standardised, and the best providers of offsite data management will provide consultative services to enhance your onsite procedures, policies, mediums and training of your people.