ITA 2016: Lost Documents Stories

ITA 2016 International Conference
keith@keithbrooks.com Skype/Twitter: @lotusevangelist
Keith Brooks
"MY DOG ATE MY TRANSLATION
ASSIGNMENT - AND OTHER
STORIES OF LOST DOCUMENTS"
1
Keith Brooks
CEO of Lost Documents

Keith Brooks
• Made Aliyah in August 2014 from Florida to Rehovot
• Worked with 100+ different organizations over the last 25+
years
• Part of team on WTC Disaster Planning for 2 Banks
• Work in the field of Collaboration and Business
Transformation
• Brand Ambassador/Evangelist and Product Marketer
• Have lost more data than most of you will create in your
lifetime
2
Who am I

Keith Brooks
• Emergency! Virus Alert!
• The Cloud
• Wi-Fi and Cell Phone Coverage
• Laptops, iPads and Tablets
• USB Drives
• Clients Tools, Apps and Acts of Illusion
• Software
• Setting up an Automatic Backup in less than 2 Minutes!
3
Sparking Life into Boring Topics

Keith Brooks
Emergency! Virus Alert!
4
This, is not funny.
Samsam.exe virus will WIPE your machine.
http://peter-kline.com/?p=172
Please use an Anti-Virus app and MalwareBytes
http://www.avg.com/ww-en/free-antivirus-protection
https://www.malwarebytes.org/mwb-download/
If you virus our office, do not expect to hear from
us again
http://itonthereal.com/wp-content/uploads/2015/02/virus-300x300.jpg

Keith Brooks
The Cloud is everything you need…
5
Until it is not running.
It Happens more often than
you realize…
and always when
you need your files the most!
Check these sites:
https://outage.report or
http://downdetector.com http://www.networkworld.com/article/2866950/cloud-computing/which-cloud-
providers-had-the-best-uptime-last-year.html

Keith Brooks
Wi-Fi is wonderful, so is Cell coverage…
6
Until it is not available.
Wi-Fi is not available
everywhere…yet
Cell coverage should be,
but we know better than
this report
Dead battery
Shows last 9 months of
coverage data & 6 months
of speed data.
Dated: January 10th 2016.
http://opensignal.com/

Keith Brooks
Your laptop or iPad or phone is great…
7
Until it is not working or
dead or lost or stolen or wet
Dead hard drives
http://www.hialeahcellphonerepair.com/waterdamage_imag
es/water%20n%20cracked%20damage.jpg

Keith Brooks
Your USB Drive is a safe option…
8
Until you lose it or
break it.
https://upload.wikimedia.org/wikipedia/commons/5/53/USB_Drive_Entry_Point.jpg

Keith Brooks
Your Software NEVER Crashes…
9
HAHAHAHAHAHA
 Turn on AutoSave or Auto Backup
 Don’t have it? Stop using that software
and get a new one
 Keep the CD/DVD handy or a backup of
the installation files
 Corrupted files make life miserable,
learn how to fix them
https://imgflip.com/i/yztfo

Keith Brooks
Your Clients tools are secure and accessible…
Until they aren’t.
10
Many Reasons:
Partnerships change
shuts down a service
shuts down a service
Vendors get taken over…or go bankrupt/close overnight
Big vendor updates wreck havoc on applications
may or may not have a service
starts charging for it

Keith Brooks
How Many Copies Do We Need?
11
1) Original on local machine
2) Save to Cloud
3) Save to USB
4) Save to phone/tablet

Keith Brooks
How Long Should We Keep Them?
12
1) Forever
2) At least 2 years
3) Books or legal docs ad inifinitum
4) Legally, however…
5) I had a client find me almost 10
years after I had last worked with
them, but this is pretty rare

Keith Brooks
What Should You Do?
13
1) Many free online sites exist from reputable
companies with lots of free space
2) Archive onto CD/DVD’s perhaps by year or
customer if you have very large files
3) Never use your client’s tools because they
ultimately have no control over them
4) Or do the following….

Keith Brooks
Automate Your Backups! Presets
14
Make life easy for yourself and the backup app
•Keep all business documents in one top tier folder
•Use subfolders for each client or project
•Keep it simple, this is for you
•If you need encryption plan for it now
Who wants an automatic backup
set up in under 2 minutes! http://pesiazona.webnoviny.sk/images/design/categorie
s/no-category-image.png

Keith Brooks
Automate Your Backups! Part 2
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Like with Beer, the best kind of software is
…FREE!
Install it
Use the Wizard or set it up yourself
And then leave it to do it’s work
(NOTE: Will not run when your machine is off)
http://fbackup.com

Keith Brooks
Automate Your Backups! Part 2
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1. Click New, Give Your Backup a Meaningful Name
2. Pick a destination (Local, Network or Cloud)
1. Local or Network - select specific folders or locations
2. Cloud - Click Choose Account to login to Google Drive
3. Click Test to make sure it can login, Click Next
4. Select your Folder(s) to backup, Click Next
5. Suggest you back up as a Mirror (Unzipping is slow), Click Next
6. When do you want to backup? Set Daily and a time
7. Click Save. Done!
Let’s See it

Keith Brooks
Your Business Needs a Plan
17
Dynamic Language Company
1. Employs a recovery system in the form of routine data backups and
an established disaster plan.
2. We maintain data backups dating back more than 15 years (client
records are kept indefinitely), using several methods of data backup:
3. Onsite data is archived on a daily basis to external hard drives,
which are taken offsite in a four-week rotation
4. Additional business and organizational documents are stored on an
online, cloud-based system
5. Standing agreements with local rental providers to provide
equipment and power in the worst of disasters http://www.dynamiclanguage.com/dynamic-
difference/disaster-recovery/

Keith Brooks
Virus’s suck….End of Story
The Cloud is everything you need….
Until it is not running.
Wifi is wonderful, so is Cell coverage…..
Until it is not available.
Your laptop or iPad or phone is great….
Until it is not working.
Your USB Drive is a safe option…
Until you lose it.
Your Clients tools are secure and accessible….
Until they aren’t.
18

Keith Brooks
Emergency! Virus Alert!
The Cloud
Wi-Fi and Cell Phone Coverage
Laptops, iPads and Tablets
USB Drives
Clients Tools, Apps and Acts of Illusion
Software
Set up an Automatic Backup in less than 2 Minutes!
19
Quick Review

Keith Brooks
20
http://www.healthytravelblog.com/wp-
content/uploads/2013/12/Thank-you-post-it_Xoombi.jpg
http://linkedin.com/in/keithbrooks
Enjoy the ITA Conference
My slides will be posted at
http://slideshare.net/kbmsg

ITA 2016: Lost Documents Stories

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ITA 2016: Lost Documents Stories