How To Back Up Your Online Life

How To Back Up Your Online Life

Originally contributed by Chuck Grimmett on Medium. Read the original article here. 


Do you use Gmail? Fitbit? Facebook? How about Twitter? Your account could be shut down and you could lose all of your stuff there at any time.

This Dennis Cooper situation is a good reminder that you need to be prepared to lose anything and everything stored by online services at any time. Mr. Cooper’s art may not be my cup of tea, but I feel for him. Losing 14 years of work is devastating.

If you use free services, you have no reasonable expectation of guaranteed access to that service. Read the Terms of Service closely. Unless you are paying for them, the services don’t owe you a thing. The best approach to controlling your data is to back it up regularly.

Even if you do pay for the service (like Outlook 365 or Dropbox Pro) your safest option is to have a local backup of your data. Again, back it up regularly.


Below are links to export options for popular online services

After you export this data, back it up. Leave a copy on your computer, then buy an external drive (affiliate link // non-affiliate link) and move a copy to it. I’m a big fan of the 3–2–1 backup strategy and this passes it. Three total copies of your data, two are saved locally (your computer and external drive), and one is in the cloud (on the service).

These services are in alphabetical order. If there is something I didn’t include that I should, leave a comment with a link and I’ll add it to the list! (Last updated July 19, 2016, with suggestions from James Walpole)

Going Forward

I suggest you back up your online presence at least once a month. More often if it is business-critical like Slack, Trello, Toggl, Wunderlist, etc. Losing your work means losing money.

You can also do automated incremental backups of your social media accounts. I set up IFTTT recipes to automatically back up posts to my Day One journal and Google Drive. You can see the recipes I use here.

Back Up Your Devices

If you don’t do this already, take this as a reminder to back up your computers, phones, and tablets. I make full clones of my hard drives weekly and back up hourly changes with Backblaze (affiliate link // non-affiliate link).

If you don’t know how to back up your devices, here are instructions on wikiHow:

How to Back up a Computer



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The Ugly Truth about Downtime Costs and How to Calculate Your Own

The Ugly Truth about Downtime Costs and How to Calculate Your Own

Every business wants to reduce their costs.

But what if avoiding technology upgrades to reduce expenditures was actually increasing them?

According to Gartner, The average cost of network downtime is around $5,600 per minute. That is around $300,000 per hour. For any business, $300,000/hr is a lot on the line.

Beyond the monetary costs, IT downtime can wear on your business’s productivity levels. Every time you get interrupted, it takes on average 23 minutes to get refocused on your prior task

Network failures and power outages aren’t the only culprits when it comes to downtime either. Other top factors include:


  1. Outdated Software and Hardware
  2. Hurricanes and Floods
  3. Human Error

So how do you know where you stand when it comes to downtime costs? Here is a simple way to calculate how your business could be affected:


IT Downtime Formula


Cost of Downtime (per hour) = Lost Revenue + Lost Productivity + Recovery Costs + Intangible Costs


Lost Revenue

You need to calculate the amount of revenue generated per hour by your business. This would be the revenue per week/40 hrs. An important component to figure out your lost revenue is your business’s revenue dependence on uptime.

Uptime is time/percentage your site is up and operational online. For example, if you are an e-commerce store and solely sell online, you are 100% dependent on the internet for your business’s revenue. You will need to estimate the percentage amount of your revenue that is dependent on uptime.

Lost Revenue = Revenue/hr x downtime(hrs) x uptime(%)

Example: If my revenue is $3,000/hr and my network was down for 2 hours and my uptime percentage is 30% my lost revenue would equal: $1,800/hr


Lost Productivity

Due to down servers, employees are unable to perform their jobs. But their salaries are a fixed cost and do not change even during the downtime.

To calculate the productivity lost, you must first calculate each employee’s salary/hr. Then, estimate the percentage of productivity that is dependent on uptime and this could be different across employees.

(Uptime, remember, is simply the time or percentage your site is up and operational.)

This percentage is known as the Utilization Percentage.

Lost Productivity = Employee Salary/hr x Utilization % x Number of employees(with same Utilization %)


Recovery Costs

These are the costs accrued while fixing the issue. They can include but are not limited to:

  •  Repair services
  • Replacement parts
  • Lost data recovery
  • Other costs due to loss of data

These may not be as tangible at revenue and productivity costs, but they are equally as important when deducing your real downtime costs.


Intangible Costs

These are the costs that can sting the most for the long-term. These occur when downtime damages your reputation or your brand.

These costs ultimately affect businesses that rely heavily on uptime. Including intangible costs into the Total Downtime Cost Formula gives a better understanding of the long-term consequences that can occur due to downtime.


Final Cost

Once you have calculated each separate cost, you can now finally plug them into the main formula and tally up your total downtime cost.


Does the number surprise you?

If you are ready to end the risk of downtime, contact us now to find out how our IT solutions can minimize that risk and fit seamlessly into your business. 

Contact Our Team Today

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More Partner, Less Vendor – That’s the best relationship

More Partner, Less Vendor – That’s the best relationship

There is an important difference between being a client and being partners:

client engages the professional advice or services of another.

Partners work together to further a business’s mission.


Whoever you work with should be looking for partners, not clients. A strong partner will understand your mission and focus on helping you reach your goals. We outlined this distinction in an earlier post on the partner model vs. the provider model. 


In our opinion, here’s what makes an IT service provider a great partner:


  • Partners are there for you before the start.

    A great partner would first conduct a site survey, which is an assessment of your IT environment. This includes your hardware, software, and network connections. This allows them to know exactly what your business needs to perform at optimal levels.


  • Partners offer what you need when you need it.

    We get it. There is a lot of new technology out there. Figuring out what technology is best for your business can be a daunting task. Having a great IT partner takes that weight off of your shoulders. They know what will work for you, and what won’t. 


  • Partners regularly check-in.

    Conducting regular check-ins for IT is crucial to the success of your business. They go beyond making sure all your systems are running properly. Routine Check-ins are also great for discussing new trends, upgrade opportunities, and the return on your IT investment.


  • Partners think transparency is key.

    Transparency is vital to the success of a partnership. Even though technology jargon can be tricky, a great partner would keep you in the loop. They would be there for any questions, concerns, or interests you may have about your IT services.


All in all, handing over the reins of your IT operation is a serious decision to make. But having the right partner allows you to step away from mundane technology issues, and refocus on the essential parts of your business.


Are you in need of a true partner in IT?
Find out why ITonDemand might be right for you.


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Introducing TechTalks: An Open Discussion on Technology and Business

Introducing TechTalks: An Open Discussion on Technology and Business

IT can be a daunting subject for most small businesses. In some cases, it can take away from time better spent on your business’s mission and goals.

ITonDemand has been given a unique opportunity to share our IT knowledge with you. We want to get your business focusing on what you do best, serving your customers.

So, every third Friday of the month ITonDemand will be hosting TechTalks, a discussion-based event available to all local business people In Marion County. TechTalks will cover a wide array of topics ranging from IT Budgeting 101 to technology for improved business communication. Each topic will be centered around a specific technological challenge and more importantly, an opportunity facing small businesses today. 


Want to have your question answered at the inaugural TechTalks?

Fill out the question form and be automatically entered for the chance to win a $10 Starbucks gift card!

Submit A Question

How would you generally categorize your question?


The advancement and continued development of local businesses are important to us at ITonDemand. 

That is why hosting TechTalks is so special. It gives us the opportunity to help local businesses continue to grow and develop along with technology.

So don’t miss out on the first ever TechTalks scheduled for Friday, May 18th at 11 am in the Ocala CEP Boardroom. It will be an open Q&A session addressing the question:


“What struggles does your business face with technology?”

And don’t worry if you aren’t in the Ocala/Marion County area, you can still watch the live stream recording here.