HOA OFFICE COMPUTER SYSTEMS BACKUP

I recently learned that our "back-up" for our office computer systems (3 systems) consists of one of the paid temp agency staff members' taking home a flash drive of the backup each night. While we have no reason to distrust that person who has been doing a good job for us for several years, it seems that this is not the proper way to maintain security on the computer systems. The office has previously been broken into and computers stolen.

I believe we need a professional backup of everything. Can anyone recommend a reliable company where the computers could be backed up to? Also, let me know about costs. We have all kinds of files, including extensive graphic files, architectural control files (thousands), and more. We have a laptop and 3 desktop systems. Are there other options out there for the security of our hardware and software systems?

Thanks in advance for any advice on this.

What does 3 systems mean? 3 pcs? Are they networked, and are all data files on a server or central location?

If you are paying a professional $100/hr for advice, why would you solicit help from this internet group.I spent 20 years providing solutions to small and large businesses and it wasn't for free.

If you don't like/trust/have confidence in your consultant, find another. There is nothing more important that the backups of your data.

Lee,

I can't help but wonder why you have 3 computers, each maintaining a separate set of records, when you could have one computer holding all the info. How large is your assn that you require an office? How large is the staff in this office?

This sounds like very good advice. Thank you very much.

For what it is worth, here are some thoughts from a guy who has worked in computer support since 1995:

I believe that you should plan on spending some of the next year's budget on IT issues to bring yourself into a better place. Some issues that you face include

• securing data from theft


• securing data from loss


• securing data from corruption


• securing data from mis-use

Some of these are inter-related. But it takes a layered approach and you need to be comfortable with your IT consultant.

Briefly I would look for ALL drive media to be encrypted. This will prevent access should someone steal the computers.

I would also look for a formal method of off-site storage. The idea of someone taking data home isn't horrible in my book. But you should have it more then one location if you go this route. And again, the media needs to be encrypted. Keep in mind that thumb drives can be lost or stolen quickly. A hole in the pocket is enough to lose them. And a thief can grab it from a counter so fast you won't know it was swiped.

I would look to an option to back it up with a company over the internet. Which brings me to another thing. If all of your computers have access to the internet, it should be through the same source and use a firewall. You should also have a policy regarding the use of the internet with the computers.

Also, you need to make sure all of your computers are protected with anti-virus software that is kept up to date. And while there is a real cost, you might want to consider a server that will control access to the information. This will allow for better backup, and access control. The down side is that without a ood backup program you then have a central point of failure. But all of this should be within the reach of an organization with 2200 homes.

By the way, you may want to get a committee to oversee the IT in your association. With that many homes there is a real good chance that you have at least a few who are in the field and can help ensure things are done right. Just be prepared that they will ask for a budget as it does cost money. Also, charge them with ensuring that you have legal copies of your software. The cost is very low compared with being on the news if you are caught not having purchased the software you are using.