Why protect your Podio data?

By Willem Dewulf, 5 min read

Podio protects its platform’s data from a system-wide failure or outage but your individual company accounts are not protected. Instead, they are just one accidental data change, wrong app installation or malicious attack away from causing major issues for your business.

On this blog post we’ll go in more detail about the possible risk scenarios of not backing your Podiodata.

  1. Permanent deletion of business-critical data
  2. Restore corrupted data
  3. Business continuity during service outages

Permanent deletion of business-critical data

The most obvious risk is the unwanted deletion of important business data. There are 3 mains scenarios where this can happen:

a) Human Error

Everyday human errors account for up to 64% of data loss incidents according to Aberdeen research. In these cases employees accidentally delete the wrong entry, contacts or critical configurations.

Even though Podio offers the option to archive apps instead of deleting it, research has shown that users often prefer to keep their archive clean and therefore are quick to delete their data permanently.

Furthermore, the use of test environments often increases the risk of accidental deletion of production data. In these test environments, users frequently delete tasks & projects which reduces their mental barrier to delete data in their account. Unfortunately it is easy to be confused and to think that you are working in a test environment, when you’re actually active in the production environment. Common mistakes can result in catastrophic data loss including deleting important project data, leads or sales transactions.

b) Disgruntled Employees

Think you’re too small to attract malicious hackers? It’s usually a disgruntled employee or contractor that retaliates by deleting your important leads, projects or designs. Often they do not announce their actions and delete only a small amount of data so that it can take a long time for your company to discover the result of their actions. Having a backup with an unlimited revision history will help you to recover this missing data.

c) Cyber attacks

Recent trends and cybersecurity statistics reveal a huge increase in hacked data and that the average ransom payments are rising. Companies pay $2,500 on average to get their files back when they are hacked by a cyberhacker.

With Pro Backup you don't need to worry. Pro Backup keeps your backed up data safe, and stores it with heavy encryption on AWS and offers a second fail safe by syncing this data to a secured Google Drive folder. If your company data gets deleted by a cyber attack, we will help you to recover and restore your data.

2. Restore corrupted data

A second risk is not deleting important data, but corrupting it instead. In this case you will need to rely on a robust backup app to revert the data to how it was before. There are 2 mains scenarios where this can happen:

a) CSV imports gone wrong

Backing up Podio manually via Excel export? Not only are you likely to have outdated data – bad CSV file imports are often the cause of irreversible data loss or just a major mess causing hours of work in the account.

b) 3th party apps

These days there are a lot of powerful tools that can help you to streamline your business. It’s not uncommon to have 1- or 2-way sync with 3th party apps such as Zapier or Automate. Configuring the wrong automation, sync errors or a bug in a 3rd-party app is all it takes to drastically alter your contact, deal, or company data - with no undo.

3. Business continuity during service outages

We believe that Podio is doing a very good job, keeping your data accessible. But we believe even more in a redundant, independent backup. If you have critical data stored at Podio it may damage your business badly if Podio is for some reason not accessible. For these cases you could access your data both via our Snapshot feature and by accessing it through Google Drive.

And last but not least: In the worst possible scenario, your data could be completely erased from the servers from Podio or their servers would simply cease to exist. Of course this scenario is quite unthinkable, Podio is putting a lot of effort into preventing exactly this kind of worst-case scenario, but unfortunately it is not impossible. Having a backup of your Podio data might therefore give you extra peace of mind.

The mentioned use cases make clear that using a cloud platform like Podio to manage your business-critical information is quite a scary thing to do. So be safe, and start backing up your Podio data today.

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