Busy season is just around the corner. A few of us have some major initiatives to work on in the realm of technology before "it" hits; others are coasting just fine, having done a majority of their projects earlier in the year. Either way, here is a brief list of items in the realm of storage that you can complete and make sure are working correctly before season hits. These may not seem like a big deal in it of themselves; however have an issue with one of them during tax season and.......you know the story.

Chances are you are going paperless, if you have not already. That being said, each year is bound to pose a new threat in consuming more and more space on your network as both tax and audit become more comfortable in that realm. Is your network ready?

Backups
"Backup" is a dirty word at many firms. If you have ever administered them, you probably know why. They can be a chore that distract from other pressing items. If your backups are taking much longer than 5 hours, chances are you are infringing on people's schedule during tax season. Some come early, some stay late, but either way the backup schedule should not, and cannot, limit people's working hours due to a slow-down of network performance. Whether it's a new tape drive, archiving old information out of the daily backup routine, or a new method, this needs to be resolved before season.

Storage Space
How much space do you have left on your network for storage? Storage issues can creep up on you. A rule of thumb says storage should stay under 70% utilization, depending on your business. Setting key indicators is an important task that must be done so you know what to do and when. There are times when you can "clean" and other times when you must add storage. Documenting what you did and how could help when future trouble arises. Studying last year's delta will help, but it won't get you there either. Make sure you have 2-3 times last year's delta available this tax season so storage is a non-issue.

Off-Site Storage
A safe, reliable off-site storage method should be determined before season. If the worst were to occur, such as fire, flood, or human error, having a reliable off-site backup could be the difference between a hampered busy season and an out-of-business busy season. Whether its online backup or a safe deposit box method, make sure you have a reliable and documented method so everyone can sleep better at night.

Data Inventory and Planning
While you are looking at this year's storage and getting ready for season, there is no better time to go ahead and gather your thoughts about what your firm will need going forward. While the CPA space has yet to establish steady trends in the realm of storage, the assumption, of course, is that it will only increase; but at what rate? Each business will surely have its unique set of methods and processes that will play a key role. Keeping an inventory of your data is perhaps a step that gets overlooked, due to its simple nature. Simply meaning, what is the business storing and why? How long do you need the data? Are there multiple copies stored of the same file? Make sure you have a plan going into season.

Roy Keely is the Strategic Alliance Manager at Xcentric, LLC, a technology consulting group that specializes in network technology consulting, hosting, and implementation for accounting firms. Xcentric helps CPA's leverage and use technology for strategic and operational advantage. Roy can be reached at 678-297-0066 x125 or rkeely@xcentricqroup.com. 

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