Your security and recovery plan should put in place the safeguards and policies and procedures to prevent some of these risks and the potential to negatively impact your business. Physical access to buildings is relatively easy to control although most small business have little more than a lock on the front door. Should you consider locking file drawers? Is inventory controlled? Does every employee have access, even to things that are not part of his or her job? Could a disgruntled or fired employee return to the workspace after hours with an extra key copy?
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Your plan should consider how to protect the 'virtual" parts of your business also. Do you have backups of any important files? Do you have passwords, account numbers and other "keys" securely guarded? Do your computers have virus and firewall protection and is it up-to-date? Do you have internet and email usage policies in place to protect your employees form harassment charges?
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What about remote employees or workers who 'take work home?" In today's highly mobile environment vital business information can now be easily accessed outside of your physical controls? Do your employees know how to safeguard laptops, cell phones, flash drives or even print outs of business information once they leave your workspace? What if a laptop is stolen from a worker's car or home or hotel room? Do you have a backup of the data that was on the laptop? What if your employees are accessing your information from a coffee shop Wi-Fi? How do you know if your clients and business are protected?
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Lastly, your security and recovery plan should consider how you would handle the most likely losses. For instance, if the computer that holds all your sales information crashes, you should probably have a plan to immediately restore that information from a backup. Where is the backup tape or disk kept? Who has access to it and most importantly, who knows how to restore a backup? If you office is flooded, how quickly can you relocate? Can some employees work from home or other remote locations temporarily? If client information is stolen, do you have a way to contact them?
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Most small business owners likely have taken first steps like purchasing insurance and putting locks on the front door. Unfortunately, few have taken the time to really understand the potential risks to their business.
Taking the time now to at least put together an informal plan will go a long way in the event of a real disaster or other loss. Even the best planning obviously won't protect against all disasters but it can certainly lessen the impact to your business once one occurs.
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Aubrey Jones is President and founder of Riverbank Consulting, Inc. Since 1996 he has worked to protect internet banking clients for one of the top US financial institutions including serving as a Risk Manager.
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