When it comes to running an independent insurance agency, protecting your data is essential. If your agency management system (AMS) were to go down due to a natural disaster, cyberattack, or technical failure, would you still have access to the information you need to keep your business running? Proactive backup strategies are a key part of your overall disaster preparedness plan.
Cloud vs. Local Backups: Safeguarding Your Agency’s Data
For agencies using a cloud-based AMS, data backups are typically managed automatically by the vendor. These systems are usually backed up in multiple locations, minimizing the risk of total data loss. However, even with a cloud-based system, you should be prepared to access that data remotely in case your office becomes inaccessible. That may mean ensuring staff have remote access, alternative internet solutions, or laptops ready for emergency use.
But what about local backups? Even with a strong cloud setup, there's value in an extra layer of security. Many experts recommend generating and downloading key reports regularly. A common best practice is to run monthly reports and weekly or even daily activity logs. The frequency of manual backups may vary depending on your agency’s size and risk tolerance, but the goal is to ensure you always have recent data available offline, especially client and policy information.
Strengthening Backup and Recovery Plans for Business Continuity
If your AMS provider maintains both cloud and local versions of your data, then your internal backup systems must include the local copy. Agencies running AMS software entirely offline must go a step further — keeping physical or electronic copies of critical information that can be accessed without internet access.
It’s also important to put your backup and disaster recovery procedures in writing. Clear steps on how to access your data during a system failure — and how to restore it — will reduce confusion during a crisis and ensure smoother recovery. Regularly review these procedures and test your backups to ensure everything is functioning as expected.
AAI supports independent agents with the tools, training, and technology needed to protect and grow their agencies. Contact us today to see how we can help you prepare for whatever comes next.