Who is ultimately responsible for the data of your company? In every case, the answer is you. Sure, you might outsource your data storage to a third-party, but guess what? Anybody who needs access to that data is going to expect it from you, and any issues such as loss, theft, or corruption of that data will be your responsibility as well. It is not enough to select a data storage provider and then wash your hands. It requires a relationship of constant communication. It also requires quite a bit of homework, as the best data vendor is selected

The importance of keeping data secure is particularly important when dealing with the US government, as they require secure records that can be easily retrieved and reproduced with all the accuracy of traditional “paper” records. Proof that your company can secure their records in this way can help win the trust of government agencies or businesses looking to subcontract. Of course, it will also help you if you already have a contract. If the DCAA ever needs to look into your records, you will want to provide them with well-kept data that could not have been compromised.

So what are the best ways to ascertain if a data storage provider, or a SaaS provider that stores data on their servers is legitimate? For starters, you should make sure that you will have access to your data at all times, and whether or not they have backup systems in place should there be some sort of power outage at their facility. This could mean that they have data stored at more than one geographic location, or that they have reserve power or some other contingency in place. If they don’t you might be without data at a crucial time. You will also want to inquire about the speed of data uploads and restoration, particularly if it is important that your company have fast access to its data. Finally, it’s not a bad idea to inquire about their other paying customers, and how many there are, to get an idea of whether or not they currently provide necessary support for businesses such as yours.

Data storage need not be a stressful factor of your business, but it does require some forethought. Grant it that, and you will have a secure solution that works well for your business. Fail to do so, and you might find that you are without key information during those crucial times when you really, really need it.