Years ago when I was learning bookkeeping skills from then Accountant (now Realtor) Kalia Rork, I remember asking her how often I should back up the work I was doing for a client. Her response: If you don’t want to redo it, back it up. Great advice, Kalia!

[Side note: I'd highly recommend working with a Realtor who has a financial background. Years after my bookkeeping days with Kalia were over, I worked with her in her new profession and was amazed at how easily she could explain mortgage possibilities after quick tappings on her calculator. She could also financially explore ideas such as buying a more expensive property because it had additional rental potential. I appreciated getting the info while we were out looking at properties rather than waiting to talk with a mortgage broker. End side note.]

When I go to a client’s office for the first time, the visit is often preceded by warnings, “You are going to be appalled by my mess!” or “My place is so scary you’re going to freak out!” Really, it’s hard to shock me–I’ve seen a lot of messy offices.

What does shock me without fail, is an answer I sometimes receive during the intake process:

Question: How often do you backup?
Answer: Uhh, I’ve never backed up.

That answer is just about the only thing you can tell me that will cause my hand to twitch. My response will squeak out, “Never?”

While there isn’t a hard and fast rule dictating your backup frequency, one month is usually the longest span you should consider. Other factors include how easily replaceable your data is, the reliability and age of your computer, are there other backups happening more regularly of super sensitive data (for example sync-ing with your palm pilot) and so on.