The beginning of the year is a good time to protect all your important business data before something changes and you lose it. Here are five places you’ve probably forgotten to look to backup that data.
I backup files to my portable hard drives, in addition to cloud storage. Photo by Becky McCray.
1. Save PDF versions of year-end accounting reports
Accounting systems change, and data can be lost. In over 20 years with computers, I can’t even count how many different accounting systems I’ve used. To keep from losing key data permanently, you need data you can read no matter what system you use. That can be a paper print out that you store in a secure location or it can be a PDF readable even after you change software systems. Now most programs can print to PDF, making this easier than ever. Here are the reports to save:
- Profit and Loss, Jan 1 – Dec 31
- Balance Sheet, dated Dec 31
- Detail of every transaction, Jan 1 – Dec 31
- Payroll tax details for each employee, Jan 1 – Dec 31
2. Download online banking statements
If you use PayPal or online banking for business, make sure you have downloaded a PDF copy of all transactions for the year. Many online banking systems only keep records for a limited amount of time. For one of my banks, it’s just one year. After that, you can’t access older records online. PayPal also limits the amount of time you can access detailed records. Protect yourself now by downloading those statements.
3. Backup online documents
Using Google Docs is convenient. Evernote is terrific at remembering everything I can’t remember. Cloud services are wonderful, until they don’t work. Take time right now to export and save a copy of all important documents in your cloud services.
4. Search USB drives
Thumb drives are ubiquitous now. Chances are, you’ve used one to save important files or photos you’ve forgotten about. Take time now to search for those lost gems and get them backed up.
5. Backup your computer
Surely no one would overlook backing up their computer, would they? Well, yes. How long has it been since you backed up your key documents from your desktop or laptop? With online backup solutions and portable hard drives under $100, you’re running out of excuses.
New to SmallBizSurvival.com? Take the Guided Tour. Like what you see? Subscribe.
- Culture is the intersection of people and place - August 19, 2019
- For easier social media marketing, fill in the blank - August 5, 2019
- Need a downtown business idea? Try a Cookie Crawl - July 22, 2019
- Need funding for the next step in your business? - July 17, 2019
- Youth business idea: phone clinics - July 8, 2019
- Chain link is everywhere in downtowns. Here’s how to dress it up. - June 30, 2019
- Stop using “3 legged stool” to describe any idea - June 24, 2019
- What are your challenges? Add your voice here - June 17, 2019
- How to publicize your biking trails before they’re finished - June 10, 2019
- How $5 and a bowl of soup can rebuild your community - June 3, 2019
Thank you for the reminder on PayPal, Becky. That one was off my radar!
It’s definitely good to back up your computer in more than one place – I’m glad you pointed that out. I’m always surprised by the number of people (very smart ones too!) who don’t create backups or very rarely do. I suppose it’s because most often, things go along quite nicely… Of course, you only have to crash and burn once to learn. (Been there!)
Thank you for your post!
Thanks, Tracy. This is one of those “we know we ought to” things. Now’s a good time to actually do it.