Speaker 1 (00:12):

Hello, welcome to the Wolf guards zone, where regard business owners from bed. It, we have panel discussion on it, topics for non-technical people to help them do, um, make better it decisions. I'm Chris Kimball with Wolf guard it in Bozeman, Montana. And today our topic is, uh, for world backup day. Uh, just business backups before we dive in, I want to introduce ourselves. Um, so if you can give your name, company, uh, website and where you're based out of Lance, I'll let you go first.

Speaker 2 (00:48):

Hey, I'm Lance Keltner. I'm with you and I computers we're in Lawrence, Kansas. And Tom, go ahead.

Speaker 3 (00:55):

I'm Tom Schrader. I am in Greenville, Wisconsin, most competitive art change.

Speaker 1 (01:00):

So backups, I think most people see backups as something you hardly ever need. And so a lot of the time, uh, they're not given much thought by business owners and even a lot of it companies, but when you have a situation and really depend on the those backups, they can literally save your company. I read a statistic recently that said after a catastrophic data loss, uh, 93% of businesses will file for bankruptcy before the end of the year. And yet 80% of all those companies that responded in the survey also said they were confident that they would survive a data loss, uh, even themselves. So, Lance, um, I have a question for you. There we go. What have you typically seen from business owners on their attitude towards backups and how do you explain to them their importance?

Speaker 2 (02:01):

Awesome. Well, Hey, thanks. Um, we generally see that fall into two camps. Uh, no, the first camp are the people who've never experienced any data loss. Uh, and the second camp is the people who have, um, now the second camp is, is generally easy, easier at least to explain how important backups are, because they've experienced that in some way and it could be minor. It could be major. Um, but I know that I never generally have problems getting the right kind of backup into organizations where they've, they've either seen it happen or they've had it happen themselves. The challenge is the larger portion of people. I believe that have never really experienced it'll last. They have a tendency to see backup as I spend a bunch of money and what am I getting because I've never had to use it before. Um, and, and so the challenge there is, uh, in, in my opinion, is getting people to see that, you know, this is, this is something that is perhaps the most important, most important, number two behind keeping the bad guys out to begin with.

Speaker 2 (03:09):

Um, but sooner or later something's going to happen. And in this day and age, as we all see as it professionals, and as I'm sure our, our, the people watching us will see in the news, um, more and more customers are getting hacked all the time. And it's, it's rather indiscriminate, you're not targeted so much anymore. It's a lot of automated attacks going on. And so having backups that are checks that are managed are critically important to make sure that when, when something like that happens, or if it's just Susie down the hall, delete something, it didn't tell about, tell you about it for two months, and now you've got to get it back. You know, you gotta make sure that you can, uh, cause otherwise there's, there's some data that you can't recreate once it's done, you know, that would be impossible or horrendously expensive. Um, so it, it really those attitudes, I see follow the two camps. Um, but it's really showing, showing that value to people, uh, where, you know, this, this will happen to you eventually, you need to make sure that you are protected when it does. Yeah.

Speaker 1 (04:14):

Sounds good. Um, Tom, did you want to add anything to that or, um,

Speaker 3 (04:20):

You know, it's really hard to, uh, step on top of that. I mean, it's covered really pretty well. And it's like you said, how do you show value for what's effectively an insurance program to someone who's never had to use insurance? So Lance covered it quite well.

Speaker 1 (04:39):

Yeah. Insurance is always, um, you know, something you don't want to have to use, but then when you have to have it, you really need it. Um, so regularly surprises me how often we go to a new client and to start onboarding them and find that they just have no backups at all. Um, or they've been filling for a long period of time. I remember, uh, an insurance company that when we first started the company I went to and they called me because their server had, um, had gone down and of course, you know, they needed it fixed. And so I went on site and looked at the cert the, I want to say server because it was actually just a workstation, a regular computer that was acting like a server. So it had no redundancies. And at the end, after diagnosing it, I determined that the hard drive had fully crashed.

Speaker 1 (05:37):

Um, so I talked to the owner and said, you know, do you have backups? And, you know, he has a smile on his face and said, yes, I do. Uh, so you walked me over to it and, uh, showed me it was a USB hard drive, uh, connected to the server. So, you know, it gave me some, um, information to reference, uh, pull up the backup software and I found it, it hadn't ran successfully in over six months and I mean, that can just be, you know, catastrophic. Um, so we all agree. Backups can literally save your company. Um, but how do you know that when the backup is set up, that everything is selected, that should be, and that you don't find out, you know, later on that things were added, um, uh, you know, that didn't were not included in the backup. Um, Lance, you want to go on that one? Sure.

Speaker 2 (06:41):

Uh, I think the, that, that, once again, I'm in a two camp explanation that falls into kind of two camps. Uh, number one, uh, did, did you, the, the man, the managed service provider, did you set that back up from the beginning or are you taking over a client that already had that backup set up before? Um, so in the case of, uh, we'll start with number two. Um, I treat any business that we come in and start working with as if they had no backups until proven otherwise. So we are going to step through assuming we're keeping the backup solution that they already had, which all the times we don't, but, but let's just say we did, I'm going to step through that thing piece by piece, after talking with the client, uh, extensively to find out, okay, what, what do you guys have now?

Speaker 2 (07:26):

A lot of that, we can just go figure out, but some of it, you know, you wouldn't know some things that might've been changed when you didn't set up the network from scratch for a really long time. And so we're asking the client, you know, what are you using? Where are the important files? Where's your QuickBooks, where's your, whatever you're using, what all are you using? Then we go make sure that, okay, all these things they told us about all these things are covered, right? And in the backup now, generally we're backing up everything anyway. Um, but sometimes special attention has to be made for certain things, um, uh, depending on where those things live. And now with the cloud, you've got other things to take into account other than just the stuff that's in the building, for instance, um, doubly important for our work, from home scenarios where maybe there is no office anymore, um, for the, uh, the, the first option where we're setting it up, um, it kind of goes back to the same conversation where we're going to find out what what's important to you.

Speaker 2 (08:22):

What are you doing? And then will you make sure number one, that yes, we have a backup solution. That's going to do all that. Or maybe more than one if we need more than one. Um, and then the key here is what a lot of, um, almost all business owners never do, but unfortunately, a lot of it providers also sometimes don't do, and that is regularly checking on, okay, this is what we set up. Is it actually doing what it's supposed to do? And did, did the user, um, or did the customer bring in something new that now is for reason not included in the backup? So we are, we're, we're consistently checking at, uh, at a minimum with our quarterly business reviews that we do. You know, what, what is the makeup? Did things change? Did you install something you didn't tell us about? And do we need to make sure it's, it's backed up, right? Uh, because at the end of the day, if you have to use those backups, you better make sure you have them

Speaker 1 (09:15):

You're right. Yeah. And I've seen that where we've like you said, we've come in to a new client. They said, oh, we have backups. So we treat it, like you said, it's all new to us. We want to verify, so we look, we see what they're backing up. We talked to the customer, uh, okay. They have QuickBooks or they, you know, use this program and yeah. We'll find that not all that data was included in that. Um, so yeah, that's, that's, that's very important. Um, Tom, for any business owner wanting to make sure their current it setup is backing up correctly. Do you have, um, like any top three requirements, um, you know, that you say they have to meet or, um, you know, points, I guess,

Speaker 3 (10:05):

Well, I kind of have a three-step approach. Uh, however we look at, and this, this goes for existing clients when we do our QPRs, as well as for new clients, whether they're a new company or so we were taking over from another provider, we kind of go in. And the first thing we do is we want to sit down and have an open and honest assessment of what's actually happening within the company where the priorities are, what's important to them, which pieces of data they care about, because some of it they're going to say they don't, and they're going to lie because I do care about it. But, you know, going through those conversations and kind of asking questions about the data as we go, we're going to kind of suss out what they really do care about. And ultimately I want it all backed up, but sometimes there's cost restraints with games, you're going to have to prioritize some stuff.

Speaker 3 (10:55):

So we go through that open and honest assessment. So step two is actually setting that backup strategy, which includes the full disaster recovery plan. And when we go through that, we're going to help the business decision makers decide on the priority because that priority is critical. There are sometimes limitations with the technology, which pieces have to come online first, but oftentimes it's a matter of just what's most important to you, especially when you start getting into restoring files. If you've got a terabyte of data, you need to restore it's, it's not all going to be there right now. So what's important, kind of go into the whole, if everything's a priority, nothing's a priority. So we want to go through that and make sure that we go through that backup strategy top to bottom, and then coming back to it, timely testing, uh, with some well, with some, any backup strategy that cannot be tested is not a full backup strategy. It has to be able to be tested and know that it's functioning because the worst thing that can happen from my standpoint is, okay, we need that backup. And it's not there, whether it didn't complete properly or did, but something was nonfunctional in the background architecture. I need to know it works. So that timely is the last critical piece that as Lance alluded to before, even a lot of it providers, they miss that stuff. Yeah, for sure.

Speaker 1 (12:31):

Um, Lance, did you want to add anything or is that a pretty well

Speaker 2 (12:34):

Said? That's a pretty good approach. That's generally kind of the same approach we take. It's, there's a lot of honest conversation when it comes to, to backups. Um, because you know, like, uh, like Tom said, you know, if not that, if everything's a priority, nothing's a priority, you know, they all like, well, I want everything. And like right now it's like, well, I can give that to you, but how big is your pocketbook? Because that costs a lot of money. And then it changes of course, right. Because nobody wants to spend, you know, orders of magnitude more in backup than they spend with their it provider anyway. So, um, the honest conversation is very important, um, because then you really figure out what's important and, uh, what, what can wait a day and what needs to happen in the next, you know, 30 minutes.

Speaker 1 (13:18):

Yeah. I think a lot of it has to do with, you know, just having a sit down and having a conversation with them. Um, you know, they're, they're leaning on us to just take care of a lot of this stuff. And a lot of it companies just are not looking at it or treating it, you know, to the level that it should be. So yeah. You know, uh, like both of you sit on budgets, you know, there's different types of backup. We know technically which ones will work for what are needed, but there are some that have more advantages that costs more, but the customer doesn't always need. Um, so yeah, setting them up with the right solution and making sure it does everything it should do. Um, well that brings us to the end of this episode. Thank you for listening. Uh, if you're interested in having any of us, uh, manage your business backups for you, uh, please, uh, reach out. Um, thank you and be smart.