Like businesses everywhere, for many companies in Boston, data backup means just that, a routine copying of existing data. Unless these backups are created at an adequate frequency and plans are in place for their restoration at a moment’s notice, however, your company could be at risk in the event of a crisis.

Many companies generate daily or weekly data backups as a matter of course. The problem is that backup systems are not a ‘one size fits all’ solution. While daily data backups may be sufficient for some types of data, can your company risk losing critical billing data, customer contact information or sales leads not occurring within the backup window in the event disaster strikes? If crucial data generation is occuring more frequently then backups, it’s time to rethink your disaster recovery strategy.

For the most secure strategy, partnering with a Boston data backup services provider is the first step. After a full analysis of your existing systems, the ideal frequency and method underwhich backups are performed can be identified. This is only part of the solution, though.

After establishing the backup frequency needed, these Boston IT professionals can recommend and provide complimentary restoration strategies. Should systems or an entire network become compromised, the sooner data recovery occurs the better. Professional Boston data backup services can provide the 24/7 coverage businesses need to be ensure recovery is always no more than a phone call away.

Getting complete protection from Boston data backup services

Clearly, no company can do without a comprehensive backup and disaster recovery strategy, however, the best systems are those with little to no impact on daily operations. In fact, the more transparent the process, the more valuable the system. For this reason, remote backup systems are particularly desirable for small and mid-sized business. With data securely replicated across the internet to remote systems, companies do not need to sacrifice valuable on-site space to host equipment.

Still, not all data backup services are equal. A proactive system is always best. For the greatest level of protection, continuous and scheduled real-time backups should be instituted.

Data security is also be a consideration. When comparing providers in Boston, data backup services that compress files and applications using 256-bit encryption offer the highest degree of protection.

The final consideration in evaluating a disaster recovery/backup provider is compatibility. System configurations and applications vary between companies, so it is critical that a data backup service be platform independent. In addition, the ability to protect vital applications in addition to files is worth note.

How Can Consultants Help?

Funding a properly trained internal IT staff is cost prohibitive for many small to mid-sized companies in Boston. IT outsourcing professionals, on the other hand, offer a reliable, cost-effective alternative. No matter the assessment need, Cape Cod, Boston and Worcester IT consultants are well-versed in the latest technologies and standards. They are uniquely qualified to deliver auditing, project planning and budget review services for local companies.

Since training is already in place, relying upon IT outsourcing for assessment needs involves no learning curve or time lag. IT consultants in the area are prepared to begin the assessment process at your convenience.

Adequate staffing is also not a concern when partnering with Boston IT outsourcing providers. IT consulting firms can provide the level of staffing local businesses need to perform assessments in a timely manner while containing costs in the process.

Perhaps the greatest value of partnering with Worcester, Cape Cod or Boston IT consultants for an assessment project is the guarantee of objectivity. Local IT consulting firms bring a fresh set of eyes to these projects. They are able to review a company’s existing resources and make technologically sound recommendations that fit each client’s IT goals and budget. There is no risk of recommendations being colored by internal politics or agendas when IT outsourcing is used for assessments.

Unfortunately, for many small to mid-sized companies in Boston, IT management may not include such a plan. Whether the issue is under staffing, lack of time or lack of expertise, the absence of a comprehensive backup/recovery plan can be disastrous. Quite literally.

Why regular backups?

Information is every company’s lifeblood. Safeguarding this data means safeguarding the company’s ability to stay in business. Whether the data in question pertains to commercial transactions, internal payroll or e-mail, a schedule of regularly performed backups is the best protection against disruption of your company’s operations.

What happens if there is no such schedule or staff to consistently perform backups? While companies that lack a fully staffed IT department may be at disadvantage on developing or implementing a backup plan, Boston IT consulting professionals are uniquely qualified to fill the need in a cost effective manner. From a full initial evaluation to implementation of a back up plan, Boston IT consultants can assist the region’s businesses to this end.

What about recovery?

While a system of information backup is critical, so too is a recovery plan. What happens in the event of system failure, network failure or data corruption?

The ideal solution is quick and efficient restoration of all IT resources as quickly as possible, but what if there is no plan to make this happen?

Again, local companies can turn to Boston IT consulting firms for a cost-effective solution. From recommendations on backup systems to come on line in the event of primary system failure to a proactive disaster recovery plan, local businesses can obtain the highest level of security through such a partnership.

For companies in the New England region, a partnership with Boston IT consulting professionals provides all the benefits of expert database administration without the overhead of internal staffing. Properly qualified IT providers can supply remote DBA (database administration) services to ensure the smooth operation and security of your company’s information resources.

To obtain the greatest value from a remote DBA provider, companies should look for the availability of specific services. When evaluating a local Boston IT consulting firm, determine if they provide :

• 24 hour database monitoring
• proactive response
• space management
• database tuning
• backup and recovery planning and execution
• database security
• disaster recovery planning
• change control

Qualifications most certainly come in to play when considering a remote DBA provider. Naturally, it is important they specialize in the database platform in use by your company, whether it is Oracle, MySQL or Microsoft SQL Server based. If a provider also carries certification, you can be doubly confident of their expertise.

In addition, delivery of remote DBA services should be considered when evaluating an IT consulting firm. As is the case with any IT resource, security is of the utmost importance for remote DBA. For this reason, make sure your provider only uses secure remote connections. In addition, database work needs to be delivered in a manner that has the least amount of impact on your company’s day to day operation. The best case scenario for regional businesses is to partner with Boston IT consultants that offer after hours remote DBA to minimize the amount of possible downtime.

The issue can be quickly remedied, however, by IT outsourcing. Boston-based professionals can provide an evaluation of your current system and recommend the most efficient document management platform to meet your company’s growing needs. In many cases, existing scanning and copying equipment can be integrated into a document management system.

Benefits of going paperless

There are many benefits to implementing a document management system. A noticeable improvement in productivity is probably the most significant to the majority of companies. A paperless office provides

• instant document retrieval
• reduction of clerical errors
• easy-to-use filing system
• secure, long term preservation of data
• convenient, workstation-based document management
• data security

Since the overhead costs of internal staffing are not an issue when working with IT consulting professionals, businesses have greater flexibility in selecting a help desk service that meets their specific needs. While the costs of help desk outsourcing are less, a comparative look at services offered by IT consultants is always advisable.

To find the best provider for your company’s needs and budget, keep the following in mind :

• Customized service - Be sure the help desk outsourcing services offered can be tailored to meet your specific needs.
• Service level - Determine if a Boston IT consulting firm under consideration is equipped to provide full or supplemental helpdesk staffing
• Pricing structure - Ask if help desk outsourcing services are provided for a fixed or varying price. Additionally, determine whether any additional fees may be charged
• Accessibility - Helpdesk support is only as good as its availability. When considering Boston IT consulting firms, confirm that the availability of services provided matches your business’ operating schedule and needs.

Cost : Internal IT versus IT Outsourcing

An internal IT department carries considerable overhead costs with it. Benefits and training alone can take a considerable bite out of your IT budget. IT consultants, on the the other hand, carry no such costs, and are focused upon the goal of identifying and implementing solutions to streamline operations, improve productivity and control costs. The truth of the matters is that IT outsourcing is a more budget-friendly answer.

What About Availability?

Every company has different IT needs. The beauty of Boston IT outsourcing is that customized support is readily available to companies throughout Massachusetts and New England. While some businesses only require periodic support once IT systems have been optimized, others may benefit from having an IT consultant or a full team on site.

When evaluating a potential IT outsourcing partnership, the best choice is always the provider offering services tailored to your specific needs regardless of whether periodic or continuous support is required.

The truth of the matter is that IT outsourcing improves operations and cuts costs.

Before there is a problem

Today, IT security entails much more virus protection. Viruses, spyware and hackers are but some of the concerns in safeguarding vital IT resources and data. Every aspect of your operation from e-mail to workstations to your network carries its own set of security issues.

As companies rely upon more forms of technology for their daily operation and to remain competitive, additional vulnerabilities naturally occur. The addition of remote, mobile, and wireless users common to virtually any business today, for example, carries a certain risk. While increasing access to a company’s network allows employees to be productive from any location, effective management of network access must keep pace. Security loopholes from insufficient network management will result otherwise.

In some cases, protecting network security is a question of managing access, in others, the data ecryption and heightened security procedures of a virtual private network or VPN is the best choice. The only way to determine current security vulnerabilities and future needs is through security assessment and penetration testing. Without a fully-staffed, fully-trained internal IT department, how can this be done? Boston IT consulting firms specializing in security issues are the key. With up-to-date knowledge of the latest risks and security-related technology, Boston IT consultants are specifically trained to assess your current needs and make recommendations based upon the latest security standards.

The process of recovering

Recovering from security breeches or disasters is just as important as preventing them in the first place. A significant part of any IT security plan, then, is backup/recovery.

Whether the concern is data collected in e-commerce transactions, payroll or e-mail, every company must have a regular and reliable system of data backup in place. Without this safeguard, security breeches or system failures can have a disastrous effect. In addition, a reliable recovery plan and mechanisms for carrying it out must also be in place to prevent any disruption in operations.

Companies lacking a fully-staffed internal IT department are at a disadvantage here in developing and implementing backup and recovery measures, but again, Boston IT consulting firms can help. They are fully qualified to evaluate, develop and implement a backup/recovery system to safeguard company operations under any circumstances.

Although the benefits of switching to VoIP are considerable, it is important to be selective in choosing your provider. While many Boston IT consultants may include VoIP support in their services, local businesses are wise to compare providers. It is important to determine which providers fully meet your communication needs.

When evaluating Boston VoIP providers, keep the following in mind :

• Look for customized VoIP packages - Every company is unique. Features critical to the operation of one business may be less important than others to a second business. Make sure a potential Voice Over IP provider can offer a communications package that meets your specific needs.
• Avoid hidden costs - When evaluating any product or service, the bottom line is of utmost concern. Some VoIP providers may charge additional fees, such as a per-user licensing fee, for example. Completely review the pricing structure to safeguard against costs that can add up quickly.
• Consider availability - A VoIP provider is only as good as the service and support they offer. When your business needs help, you want to be sure your Voice Over IP company is there. For businesses throughout New England and Boston, VoIP providers that are locally based may be a better choice. Issues that commonly interfere with obtaining reliable service, such as time zones or geographical distance, are less likely to be a concern when working with a local provider.
• Use existing resources - In some cases, existing telephony equipment or phone lines can be encorporated into your VoIP migration plan. Determine if a potential Boston VoIP provider considers existing resources when drawing up your communications plan. When possible re-using existing equipment, even as part of a backup system, can help control costs and reduce waste.