Data loss can be detrimental to a business’s well being and productivity. When disaster strikes, the only defense the company has is their level of preparation. In today’s world of increasing hackings, technology glitches, and natural disasters, it is essential to have a plan and be prepared. 

Here at River City Data, we can help you prepare for any of these occurrences. Our company has specialized in all things data for the last 40 years. 

Each of our Kofax certified experts is vetted and have current background checks. We are also BCA certified and HIPAA certified. You can rest assured that your data security and management needs are our top priority. 

 Contact us today to find out how we can help you expect the unexpected!  

Label Your Documents

Before you begin to plan for your disaster data recovery, it is crucial to classify your documents in their order of importance. Start with the documents that are the most critical and end the recovery process with documents that are the least essential to the company’s operations.

Label the documents by these five categories: critical, essential, important, useful, and non-essential. 

Critical Documents

Critical documents will be any documentation that your company may need to have to speed along the recovery. 

Essential Documents

Essential documents will be documentation needed in the first 72 hours of the disaster that are vital to the company with daily functions. 

Important Documents

 Important documents are any documentation that is irreplaceable and crucial to your companies functions. 

Useful Documents

Useful documents are any documentation that can be replaced in the event of a disaster but comes as an inconvenience to your company.

Non-Essential Documents

Non-essential documents would not hinder your companies function and are replaceable. 

Once all of the documents are labeled, it is time to figure out storage for each of the categories of documents. Some options are the use of cloud storage, onsite storage of physical materials, or offsite storage. 

Have A Backup Solution

Make sure to have an online cloud storage set in place. The cloud is not only a secure place for data but also convenient because of the ease of data recovery from a cloud. 

Having a cloud also creates an easily accessible storage space for relevant documents that may not have any physical copies. In the case of a disaster, the cloud will provide an almost seamless recovery. 

Keep physical copies in a safe location onsite. The documents can be kept in a locked storage room with fire and water protected filing cabinets. 

Outsource your storage. You can have your data stored at an offsite location. Having the documents stored at an offsite location will help free up room in the office. 

Risk Assessments 

A crucial factor in document recovery is to assess the risk that each disaster can cause your company. The risk can be anything from technical, logistical, or environmental. It is also important to weigh how each of these disasters can impact your company.

Not every recovery plan is going to be the same for each of the disasters. The risk assessment will aid your company.  

Assign a Recovery Team 

Your plan is only as effective as the team of employees that you put in charge of it. Assign each person on the team a role and communicate their purpose to them. It is also important to brief each team member on their course of action in the document recovery if a disaster were to strike. 

Outline the Plan 

Provide written direction for the chain of events that will take place in case of a catastrophe. Provide visuals that will help your team understand the recovery plan. 

The outline should include a plan for a variety of disasters. A disaster can range anything from a hacking situation, technical data loss, or a natural disaster. The outline will give concise directions on how to proceed in any of these events.

In a situation where your company’s valuable information is compromised, there needs to be a plan for informing patrons. Going forward extra measures need to be put in place to keep PII (Personal Identifiable Information)  safe. 

A technical data disaster can be a technical error with technology that can cause a loss of data. Knowing that these occurrences happen and preparing for them is essential to your company’s overall wellbeing. This is where a cloud comes in handy for ensuring that your data is backed up on a drive. 

 Having an IT company to reach out to (if necessary) can be beneficial for data recovery. They should be able to get your system back up and running or help you recover any lost data. 

Data loss through a natural disaster can be extremely frustrating and can set your company back on their work. It is crucial to establish a safe area where copies of hard data are stored. You will want to have document storage that is going to protect against fire and water damage. 

Make Updates 

Your plan will grow and evolve as your company’s needs and wants may change. Review your data recovery plan and make any updates or changes to it when necessary. You want to ensure that your outline is current and aligns with your business objectives. 

Inform your staff about any updates or changes made to the plan. Create any necessary new visuals and reiterate each person’s role. 

Methods of Recovery

Knowing how you are going to recover your documents is an essential aspect of the process, whether you re-download documents from a drive or have to restore physical documents from natural disaster damages. 

Documents can be restored from water damage by putting them into a vacuum chamber to be freeze-dried to remove any excess water that will turn into ice crystals and vaporize. 

Or they can go through a dehumidification process where the water will slowly evaporate out of the materials to dry them out. However, proper storage methods of physical documents can save you from having to outsource to a third party for document restoration. 

Here at River City Data, we are here to assist you with finding the best way to keep and store your documents. It is better to expect the unexpected and have a plan in a place in case a disaster strikes your business.

 Contact us today and find out how one of our data specialists can assist you. 

Insurance adjuster and beautiful woman in abandoned building

Disaster can strike with minimal warning. Even if you have any advance notice, you will likely be focusing on essential things, like the safety of your family. Thankfully, there are disaster recovery services to help after the fact.

One of the last things you want to be worrying about following a disaster is whether or not your pictures and papers have survived. If you find yourself in this distressing position, River City Data is here to help.

If you have found yourself in a situation where you need help restoring your home or business to normal after a disaster, or if you want to pre-emptively back up your data and documents, contact River City Data. We have the expertise and skills to recover and safeguard your essential items.

man grieving over destroyed house

Types of Natural Disaster

You never know what kinds of disasters are in store. From tornadoes to hurricanes, from floods to fires, there are many things nature can throw your way.

..While residents of Minnesota should be safe from hurricanes and the like, it is best always to prepare yourself. You never know when a thunderstorm, tornado, or flash flood can hit.

Tornado

Tornadoes are the result of air rising, cooling, and moisture condensing. When the force of the lifting of the air is strong enough, the updraft can have intense winds. This updraft is where tornadoes form.

This column of air can be violent and cause winds up to 300 miles per hour. The tornado touches both the enormous cloud and the Earth. These storms, depending on their strength, can tear apart everything in their path. Tornadoes are rated on the Enhanced Fujita scales, i.e., F1 to F5.

Severe Storms

Severe storms can be anything from thunderstorms to lightning storms. Depending on the type of storm, damage can vary. Thunderstorms can result in immense rain and flooding, while the electrical charge from lightning storms can cause a fire.

Hurricanes

When you think of a hurricane, you generally think of the tropics and warm weather. While this is typically true, hurricanes can occur in other regions. 

A hurricane is a low-pressure system with a counterclockwise circulation that can come with thunderstorms.

Hurricanes can be classified as tropical depressions with maximum sustained winds of 38 mph, a tropical storm with sustained winds between 39 and 73 mph, and a hurricane with sustained winds over 74 mph. Hurricanes are categorized on the Saffir-Simpson Hurricane Scale from Category 1 to Category 5.

Flood Protection Sandbags with flooded homes in the background (Montage)

Floods

Floods can occur from a variety of causes. Primarily, a flood occurs when there is an excess of water that is unable to clear or flow away effectively. Whether a flood happens in your home from a busted pipe or a storm with excessive rain, this flooding of water can damage everything they contact.

Fire

From wildfires to house fires, fires are devastating. Sometimes things can be recovered, but often there is little left to work with after a fire.

Earthquake

The Earth’s crust is full of points of weakness, or fault lines. An earthquake occurs when stress is built up under the surface along these lines. When the pressure becomes too much for rocks or the crust, energy is released and becomes an earthquake.

Vibrations, also called seismic waves, radiate from the center of the earthquake- Picture ripples in a pool of water. These waves shake the ground and can cause a large amount of damage.

Earthquakes can happen anywhere and are measured on the Richter Scale.

rebuilding from a natural disaster

Disaster Recovery Services

At River City Data, we perform a variety of services after a natural disaster. From repairing and protecting microfilm to digitizing documents, we can help you recover from the worst-case scenario.

Process

Typically after a natural disaster, several things have to happen to recover and protect your documents.

    1. Inventory. The first thing we do is to inventory your documents. We want a thorough account of everything you have before doing any work. This inventory will help us determine which materials are salvageable and which need to be shredded for your protection.
    2. Transport. After the inventory, we will transport your documents to a facility where the restoration can occur. You can rest assured that we take the utmost care with your papers and monitor the chain of custody.
    3. Clean. After the documents are safely dried, they are carefully cleaned. Careful consideration is taken to ensure all silt, soot, or mold is removed from your documents.
    4. Sanitize. We care about your health and safety, so we ensure that we sanitize everything before returning anything to you.
    5. Return. After cleaning and sanitizing your documents, we perform a thorough audit so we can ensure we have everything with which you trusted us. We return the items taking special care with the chain of custody again.

Hands Holding Home

Why Disaster Recovery Services

If a disaster has struck your home or business, the last thing you want to worry about is recovering your documents so you can return to your routine.

Whether you are concerned about your personal records, from deeds to licenses to passports and everything in between, or you run a business and depend on these documents for your livelihood, you can count on River City Data.

We take the utmost care in recovering your documents so you can focus on getting back to life. You can focus on picking up the pieces with your family while we focus on your documents. 

Preparing for the Future

When we are recovering your documents after a natural disaster, ask us about digitizing them. You won’t have to worry in the future should the unthinkable happen again. You will know your documents are stored digitally and, therefore, safe from natural disasters.

Being proactive now can save you headaches and potential heartache down the road. Digitizing your records now, even before a disaster strikes, is essential. Contact River City Data today and ask how we can give you peace of mind going forward.

At River City Data, we take care of your documents so you can get on with your life.