Throughout my years in computers and retail. However, nothing beats the gut-wrenching moment when you discover your data is lost. I want to share a recent situation that drove home the essential nature of backups for a retail shop.

The Fire That Changed Everything

Recently, I answered a call that left me feeling sick. One of our customers had experienced a catastrophic fire, with their store's computer caught in the destruction. The technician's voice was heavy with dread as he shared the grim reality: No backups. It's incredible how those eight letters can spell disaster.

The Waiting Game

Now, we're playing a nerve-wracking waiting game. Will the computer survive? Sometimes, they do. I've witnessed hard drives burnt with their data intact. Once, we even rebuilt a drive in Perth by a company specialising in salvaging precious information on hard drives. But it's all a point.

The Harsh Reality

If only they had a backup. With a backup, we could have sent them a new computer, and they'd be up and running in no time. Even with the shop closed, they could've sent out customer statements, keeping their business ticking over.

Legal Responsibilities

Many retailers don't realise it's your legal responsibility to have backups. The big tech companies make this crystal clear in their terms of service.

Take Apple, for instance. Their contract states:

"TO THE GREATEST EXTENT PERMISSIBLE BY APPLICABLE LAW, APPLE DOES NOT GUARANTEE OR WARRANT THAT ANY CONTENT YOU MAY STORE OR ACCESS THROUGH THE SERVICE WILL NOT BE SUBJECT TO INADVERTENT DAMAGE, CORRUPTION, LOSS, OR REMOVAL IN ACCORDANCE WITH THE TERMS OF THIS AGREEMENT, AND APPLE SHALL NOT BE RESPONSIBLE SHOULD SUCH DAMAGE, CORRUPTION, LOSS, OR REMOVAL OCCUR. It is your responsibility to maintain appropriate alternate backup of your information and data."

Microsoft is even more blunt:

"You are wholly responsible for configuring your Customer Solution to ensure adequate security, protection, and backup of Customer Data."

I've heard that US courts have ruled that not having a backup is considered misuse. It's an obligation.

In Australia, while no single comprehensive law mandating backups, various regulations and industry standards effectively require or strongly recommend maintaining adequate backup systems. The responsibility for implementing and managing backups generally falls on the business or organisation.

Backups and Your Point-of-Sale System

In retail, your Point-of-Sale (POS) system information is the heart of your business. That's why a backup is essential. At the very least, you should back up your data daily, and many of our clients do it even more frequently.

The Cost of Neglect

Let's break down what you stand to lose without a proper backup:

• Sales Records: You could lose your entire financial history, leading to significant tax compliance issues.
• Inventory: You're looking at a reordering nightmare without accurate stock levels.
• Customer Information: Say goodbye to your loyalty programs and valuable contact details.
• Employee Data: Prepare for payroll headaches and scheduling chaos.

Making Backups a Habit

Here's how you can protect your business:

1. Schedule daily backups: There are automated systems that use cloud storage that allow you almost to set and forget.
2. Use multiple backup methods: The cheapest and most popular methods are external hard drives and USB sticks.

Whichever way you need to

1. Test your backups regularly: A backup is useless if you can't restore from it.
2. Train your staff: Make sure everyone knows the importance of data protection.

Remember, it's about protecting against catastrophic events.

The Bottom Line

Invest in a robust backup system today. Trust me, your future self will thank you.

Today, your point-of-sale (POS) system is vital in your shop. However, remember that it is a mechanical device. Even the most reliable machine can fail even with the best care being taken. Even quicker if it is not well treated. Here, we'll explore why regular computer maintenance is essential for small retailers, share a cautionary tale from one of our clients recently, and provide you with a practical checklist to help you keep your POS system running smoothly. Don't let your business become a cautionary tale too —learn how to protect your investment and ensure business continuity.

The Cautionary Tale

A had been using the same computer for a whopping 15 years. It started showing issues, and when reported to us, we told them that this machine needed looking into and maybe needed replacing. They kept putting it off with the idea, "If it ain't broke, don't fix it."

But here's the point - it was broken. They didn't know it yet.

The Breakdown

A few days ago, their computer died. Here's what went wrong:

Outdated Operating System: The computer was running Windows Server 2008. It is long obsolete. POS software updates are helpful.

Computer cleaning: The computer was caked in dust, and no one bothered to clean it. As a result, the air vents were blocked, so it ran without cooling, cooking the circuits.

Hard Drive Failure: After years of good service, the hard drive called it quits.

Corrupted Backup: When we checked, the problem corrupted their backup.

The Consequences

Now, our client has

• Data Loss: Lost critical information, probably its gone forever.
• Downtime: It will take us time to recreate their system. We have given them a fresh system with minimal information till we sort it out.
• Expensive Recovery: Recreating data and migrating to a new system isn't cheap.

Your Computer Maintenance Checklist

So, how can you avoid this Scenario? Here's a handy checklist:

POS system maintenance: Dust is the enemy! Give your equipment a good clean regularly, at least once a year.  Read here.

Hardware Upgrades: Why wait until it's too late? Prevent possible data loss.

Backup, Backup, Backup: Create frequent data backups and store them off-site.

Listen to Experts: Take their advice seriously! If you do not like their advice, why do you use them?

Retail computer maintenance checklist

1. Assess: Take a good, hard look at your current POS system. How old is it?
2. Plan: If you're due for an upgrade, start planning. Why wait for disaster to strike?
3. Act: Reach out to us. We are here to help you to keep your business running with top-notch staff.

In retail, your POS system is your nerve centre. Please treat it with care. Let's work together to keep your business thriving!