Protect Your Critical Documents
A representative from the Genova Burns Giantomasi Webster law firm advises that business owners should protect any and all documents critical to their business operations.
(See box to the left for a comprehensive listing of documents businesses should protect.)
Small businesses should store critical documents in a safe deposit box or an easily accessible, secure off-site facility. However, which documents are stored where depends on the critical nature of the document. For example, it’s easy to put a deed in a bank safety deposit box, but a product key or a software license should be stored in a place that is far more accessible than a bank that may be open limited hours.
Wherever possible, businesses are also encouraged to scan critical files and store them in a cloud-based or off-site storage facility, where they will be safe from danger.
While copies will never completely substitute for originals, copies make it much easier to reconstruct a business arrangement after a disaster or interruption.
Another option is to invest in a remote storage facility, which may even be able to operate as a secondary business location during an emergency. A remote storage facility should be dry, climate controlled, above sea level and contain the critical, skeletal tools needed to conduct business in case of an emergency.
For a small monthly fee, a remote storage facility can ultimately end up serving as a key component of a business continuity plan. A remote facility allows business owners to relocate critical data and information and operate their business until the principle location is ready.