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Can you back up a human?
Critical information shouldn't reside with only one person.
He knows how to reboot your server if it goes down. He installs new software on your computers. When a virus hits your machine, he’s the one who cleans up the mess. He even knows whom to contact when he’s not sure what to do. He’s your tech expert, and whether he’s an employee, a contractor, or your neighbor’s kid, he plays a key role in your ability to do business in our increasingly technical world. Do you know what you would do if he suddenly skipped out
on you?
You don’t need to learn everything your technology expert knows—that’s why you hired him—but you should familiarize yourself with a few key technology functions and know where to find important information. Here’s a list of items you should consider:
Software – Know the location of original copies of your software as well as all serial numbers (sometimes called product keys or registration codes). If you ever need to reinstall your software, you’ll need both the original copies and the serial numbers.
Backups – Become familiar with backup procedures as well as the locations of backed-up files. If you at least know where the backups are stored, you can direct another technology professional to them. Even better, learn how to retrieve backed-up information yourself.
Passwords – Your tech expert may use several passwords to access tasks related to your network, Web site, databases, e-mail accounts, and other functions. Without these passwords, you can’t access the things you need or make changes to settings and preferences. Get a list.
Outside help – No matter how good your tech expert, sometimes he must rely on others to solve a problem. Find out whom he contacts for what and write it down.
Network configuration – If you have a network, a map that shows the various components and how they connect to one another will save time for the next tech professional you hire.
Even if you have several IT professionals working for you, make sure to find out this basic information or see that everyone on your tech staff knows, so one person’s absence or sudden departure doesn’t leave you in the lurch.
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