Why Simply Having a File and Folder Backup System Is Not Going to Cut It

If your company has (and regularly updates) a traditional file and folder backup system, then you’re certainly on the right track when it comes to minimizing downtime and improving business continuity. However, if that’s all you have for a backup system, it simply isn’t enough.

How Much Downtime does Hardware/Software Failure Create?

Think for a minute about how much your company relies on hardware and software to operate. If your servers all shut down right this very moment, would you still be able to run your business? Not really. When servers crash, it’s like your business simply vanishes. Your web address brings up an error for customers, your customer service agents can’t answer questions, and your sales team is unable to sell because they can’t process any orders. Hardware and/or software failure is detrimental to your business, and even a single hour can have a tremendous impact on your reputation.

Why Shouldn’t Companies Keep Cloud-Based Backups?

You’ve probably heard a lot about cloud-based backups. Essentially, these services allow you to set up a bit of software that automatically sends and syncs your data with a cloud service provider. Then, in the event that a disaster strikes or your servers go down, you can simply recover your content and pick up where you left off – right? Not exactly. Unfortunately, recovering from a disaster by downloading your content from an online service provider takes ages. Your goal is to make sure you get your business up and running with as little downtime as possible.

Why Is a Physical Off-Site Backup a Better Choice?

Physical data storage is a much better choice for your backups. Colocation provides you with more benefits, since you can rent space for backup servers and other hardware in a different location. You can choose to manage these servers on your own, or you could pay the colocation facility to manage them for you. Alternatively, subscribing to a Backup and Disaster Recovery (BDR) service is another great way to recover from failed hardware and/or software. BDR solutions are typically fully managed on your behalf. BDR services provide very fast onsite and offsite recovery of your servers. Either way, if your hardware or software system fails on-site, you have replicated system on a server in another facility ready to go. This creates almost no downtime whatsoever, which is ideal when it comes to business continuity.

Is The Investment Worth It?

There’s no doubt that creating copies of entire servers and storing them in colocation facilities is an investment. However, you can rest comfortably in the knowledge that in the event of a disaster, it’s one of the best investments you’ll ever make. You have choices available to you, as well. For example, if you already have your own servers, you can simply rent the space on the facility racks. If you don’t have servers, you may be able to rent them from the company you choose or subscribe to a Backup and Disaster Recovery service. There are many options available to fit your company’s unique needs and budget.

Although a file and folder backup system is a great first step in protecting your business continuity in the event of a disaster or hardware failure, it isn’t enough on its own. Redundancy is vital to the success of your business in the event of an emergency, and there are companies out there that can provide just the right solution for your needs.

Common IT Security Compliance Pitfalls and How to Avoid Them

June 17, 2025
Meeting IT security compliance standards is crucial for businesses that handle sensitive data, particularly in industries such as healthcare, finance, defense, and e-commerce. Regulatory frameworks such as HIPAA, CMMC, PCI-DSS, and GDPR exist to help ensure businesses protect customer information and maintain robust cybersecurity practices. Unfortunately, many organizations fall short of these requirements, often due to common, avoidable mistakes. These gaps can result in costly fines, data breaches, and reputational damage, which can significantly impact the business's bottom line and customer trust. 1. Failing to Conduct Regular Risk Assessments The Pitfall: Many businesses overlook the importance of conducting routine risk assessments. Without these, it’s challenging to identify vulnerabilities or evaluate whether your current cybersecurity controls meet compliance standards. How to Avoid It: Implement a regular risk assessment schedule. Work with a qualified IT provider to evaluate your systems, identify weaknesses, and document remediation plans. These assessments should be performed at least annually, or whenever significant changes to the system occur. 2. Inadequate Employee Training The Pitfall: Your employees are your first line of defense—and often your most significant vulnerability. A common compliance issue arises when businesses fail to train staff on cybersecurity best practices or on handling sensitive data appropriately. How to Avoid It: Invest in ongoing cybersecurity awareness training. Ensure employees understand how to recognize phishing emails, create strong passwords, and report any suspicious activity. Training should be updated regularly to reflect current threats and compliance requirements. 3. Improper Data Handling and Storage The Pitfall: Storing sensitive data in unsecured locations, failing to encrypt information, or retaining data longer than necessary are significant compliance risks. These practices are often flagged during audits. How to Avoid It: Adopt data classification policies that define how different types of data should be handled; encrypt sensitive data both at rest and in transit. Establish clear data retention policies and ensure that obsolete data is disposed of securely. 4. Lack of Incident Response Planning The Pitfall: When a security incident occurs, time is of the essence. Many businesses lack a documented incident response plan, or their existing plan hasn’t been thoroughly tested. This can lead to delayed responses, increased damage, and regulatory penalties. How to Avoid It: Develop a formal incident response plan that includes roles, responsibilities, communication protocols, and steps for containment and recovery. Run simulated breach scenarios with your IT team to ensure everyone knows how to respond effectively. 5. Using Outdated Software or Systems The Pitfall: Running outdated operating systems, software, or firmware is a common issue that can lead to compliance failures. Unsupported technologies are more vulnerable to exploitation. How to Avoid It: Keep all systems and applications up to date with the latest patches. Use automated tools to track software versions and receive alerts about end-of-life technologies. Schedule regular maintenance windows to apply updates and upgrades. 6. Insufficient Access Controls The Pitfall: Allowing too many employees access to sensitive data—or failing to revoke access when it’s no longer needed—can lead to data breaches and non-compliance. How to Avoid It: Implement role-based access controls and follow the principle of least privilege. This principle means that each user should have the minimum level of access necessary to perform their job. Regularly audit user accounts and permissions to ensure access is current and appropriate. Use multi-factor authentication (MFA) to add an additional layer of protection. 7. Neglecting Third-Party Vendor Risks The Pitfall: Businesses often overlook the fact that their compliance responsibilities extend to third-party vendors. If a vendor mishandles your data, you could still be held accountable. How to Avoid It: Vet third-party vendors carefully. Ensure they meet the same compliance standards as your business and include security requirements in your contracts. Conduct periodic audits or request compliance certifications from your vendors. 8. Failing to Document Policies and Procedures The Pitfall: Even if your security practices are strong, failing to document your compliance policies can result in audit failures. Regulators want to see evidence that you have formal processes in place. How to Avoid It: Create and maintain clear documentation for all compliance-related policies, including data protection, access control, incident response, and employee training. Make these documents easily accessible for audits and regularly review them to ensure updates are current. Conclusion Compliance with IT security standards is not a one-time project—it requires ongoing attention, regular updates, and a proactive approach to maintain effectiveness. By understanding and addressing these common pitfalls, your business can stay ahead of regulatory requirements, strengthen its security posture, and reduce the risk of costly incidents. This ongoing attention is crucial to maintaining your business's security and audit readiness. If you’re unsure whether your business is meeting current IT compliance standards, professional support can help. Contact SDTEK today to schedule a compliance assessment and learn how our IT services can keep your business secure and audit-ready. With our support, you can navigate the complex landscape of IT security compliance with confidence.

Why Cybersecurity and Business IT Support Are Crucial for Fort Wayne Businesses

April 9, 2025
In today’s digital-first world, cybersecurity isn’t just a luxury—it’s a necessity. Whether you run a small startup or a growing enterprise in Fort Wayne , protecting your business’s data, systems, and clients is essential for long-term success. From ransomware attacks to phishing scams, cyber threats are evolving every day, and the best way to stay ahead of them is by partnering with a reliable IT services provider that understands the unique needs of local businesses. Here’s why investing in professional business IT support is one of the smartest decisions Fort Wayne businesses can make—and how working with SDTEK helps protect your operations, your data, and your reputation.