Secure Your Data with CRM

Secure Your Data with CRM

One of the best features of any CRM system is the ability it gives the user to back up the information they have collected and stored in their CRM account. Requesting a data backup from your CRM system allows you to download all of the data that is present in your CRM account. This way, you can rest assured that your data does not get lost and you can save them somewhere else on a different hard drive in case of any emergencies.

You can either download the data immediately or schedule the backup to be executed automatically some time later. You can also schedule multiple or frequent backups with regular intervals so that you would not have to update your backup manually every time. Once the process is complete, the data and the attachments will be available as separate compressed folders. 

But still, the same old question “why” might come to mind. You might be wondering whether it is necessary to go through the trouble of scheduling regular backups on your CRM software. This confusion is understandable since we know that the data on a CRM system is supposed to be kept on a cloud and must always be accessible to everyone at all times. However, that is not always the case.

There are various reasons for every company that uses CRM software to take backups regularly from the data on their accounts. Let’s look at these reasons below in more detail.


  1. Technology can be unreliable at times.

We have all had a day or at least a couple of hours without the internet. Now, imagine this happens at work when one of your customer service team members or sales representatives are contacting or dealing with a client and need immediate access to the information relevant to that customer. In any case, even if the internet is down or they have a bad connection and cannot view the data on the CRM account for any reason, they will still be able to access some old information from the hard drive if regular backups have been set up.

This is also true if they are working away from the office. A lot of marketing managers and sales officers have to attend different meetings in multiple parts of the town, and chances are high that they will eventually have to contact somebody on the go. Internet problems apply here as well. If they do not have the data backed up on their laptop’s hard drives, they will not be able to provide services to the client as well as they should, which will most certainly lead to losing that lead or a faithful client.


  1. Any kind of data is prone to get lost.

Information, whether being on paper on digital, can get lost. If you think about it, that is actually why so many restoring and recycling apps exist. It shows that there must have been something in the first place. If there had been no records of data lost or accidentally deleted, there would not have been any need for such applications. 

Statistics show that 1 out of each 10 folders on office computers get accidentally deleted. No matter what the cause, the only thing that can be done about this is to take precautions. Even though these kinds of mistakes are not fatal and do not harm the business as much, still they can create a lot of unnecessary labor for the staff, never mind the stress.

It is obvious that computers and advances in technology have helped businesses and their success immensely. However, we must not forget the human factor in any type of work. Humans are the ones that program and operate the machines, and let’s face it, humans do make mistakes. So, if you can’t avoid it, at least be prepared for it.


  1. It is impossible to find a needle in a haystack

The probability of this happening to your business grows with the size of your company. Let’s imagine you own a large technology company and, over the years, you reach a point where a thousand users will be present at a time in your CRM account. These users will be grouped based on their position in the organization and their roles. Lots of changes take place and are made to the existing data on the CRM account by the users every minute of every day. This makes it very difficult to identify errors if any is made.

A tiny error in this scale can damage the business pretty badly. Now, who is responsible for this? Of course the data administrator or IT manager of the company. They have a huge responsibility on their shoulders, especially in bigger companies, in case of keeping the data secure and formulating an appropriate backup plan for their organizations.

According to a recent study, the safest and the most efficient frequency for backup is every week. This also depends on the size of the company and the number of employees. To be more precise, the number of people who have access to the CRM account of the company and make constant changes to the data, directly determines how frequently you should schedule your backup. But, what does not change is that it has to be done. It is the only way that you can make sure your data is safe, no matter what happens.



If you have a CRM system for your company, it enables you to download regular backups from the data you have on your CRM account onto your computer. This has a lot of benefits. Your data will be safe and secure, even if you or one of your employees delete some information by mistake. Moreover, it reduces the vulnerability of your company to disruptions in internet connection or technology. Remember, getting ready for emergencies is way easier than dealing with them. So, do not wait for the emergency to emerge. Get ready now by scheduling a regular backup for the data on your CRM.