Picture the scene, you’ve been emailing a potential client for weeks, there’s been some emails and phone calls back and forth and the client finally signed off on the deal. Most importantly is the big fat invoice you had up and ready with their bulk discount prepared, plus their email, phone number, address - all their details to make this beautiful exchange happen. Then, out of the blue, you spill your celebratory glass of Rioja all over the laptop and it is now banjaxed.
But it’s fine, you’ve backed up! ……… you...you have backed up, haven't you? Oh dear. Losing all that work and customer data in this fashion is tragic. Do you start again or simply restore your last backup?
Now imagine that you are processing the payroll for this same client who employs 20 people and it’s payday. If your data gets compromised you not only lose your client data but you lose their payroll data too which is not good news on payday of all days. There are many ways this could happen if you have not got a proper backup system in place.
Your office could be physically broken into and your equipment stolen.
You could lose your laptop by accidentally leaving it on, say, the tube.
There’s a fire or property damage and your computers are beyond repair.
You are a victim of cybercrime where your computer is infected with ransomware or other harmful viruses.
The moral of the story is ALWAYS HAVE A BACKUP. And while you’re at it, make it automatic. Don’t just switch tapes every day and hope for the best. Don’t rely on people because they are what? The worst.
Another way you can help yourself is by restricting employee access. Yes yes, we’re all equal, but when it comes to employee access you’re hardly going to give the receptionist the same access to sensitive financial data as the payroll processor. But not only that, mistakes are so easy to happen when people are where they shouldn't be. Make sure your access is based on role and hierarchy and also have systems in place to see who has made changes and submissions.
Now let’s talk about the cloud. It gets a bad rap sometimes and people seem to be a little tentative about it. But in actual fact it is an absolute ideal information storage space. It’s also easily accessible, remotely accessible and quickly accessible no matter where in the world you are (dependent on WiFi). So if you have any problems or lose any of your payroll data you can literally pluck it out of the sky and restore it to your computer.
So to summarise, you need a secure, encrypted software that automatically stores your data in the cloud, making it easily and remotely accessible. You know it's funny, I was JUST talking about this great add-on BrightPay Connect the other day. BrightPay Connect is an add-on to BrightPay payroll software that provides a way to link your payroll and employee information straight to the cloud. Connect automatically updates to the cloud as soon as you run payroll or submit any changes and it also maintains a chronological history of your backups. This means you can restore or download any of the backups to your computer at any time.
Book a demo today to discover how BrightPay Connect can protect your clients data.