Blackout in the company: risks for document management and how to prevent them
The recent news stories related to the sensational blackout that hit Spain and part of Portugal on April 28, the most serious in recent European history, have brought attention back to the issue of energy security.
Whatever the causes that can lead to an interruption in the electricity supply, from technical failure to human error, from extreme weather events to sabotage or cyberattack (in the Spanish case, for example, after weeks of investigations the causes of the blackout have not yet been clarified with certainty), the damage caused can be huge and costly. In addition to the paralysis of essential services such as transport and communications, industrial production would also suffer significant losses. For example, it is estimated that the effects of the Iberian blackout have had economic consequences of almost 1.6 billion euros.
An interruption in electricity and internet connections risks blocking all the main company functions, from production to logistics, from administration to document management, raising important questions about the reliability of our digital technologies.
The risks of a blackout for digital document management
A sudden power outage or a computer blackout can instantly block access to the company's digital documents, leaving staff inactive until the systems are restored online. But the most critical aspect of an unexpected power outage in a company that uses a document management system is not so much the temporary inability to access the system, but rather the significant risk that active IT processes are interrupted abnormally or incompletely, thus causing errors in data writing, corruption of digital archives or irreversible loss of information, situations that could seriously compromise the integrity and overall reliability of the entire document system, with potentially very serious operational and management consequences.
Regular backups: the first line of defense
Backup consists of regularly creating security copies of documents and storing them in safe locations (for example, remote servers or clouds). In case of a blackout or serious failure, a recent backup lets you quickly recover files and resume business activities. It is important to schedule frequent and automated backups: the more often you perform a backup, the lower the risk of permanently losing critical data. For example, a daily incremental backup ensures that only the most recent changes are saved, optimizing execution times. A failure can cause irreversible information loss and long operational downtime without an adequate backup. A solid backup plan – possibly following the "3-2-1" rule (three copies of the data, on two different media, one off-site) – is the first defense against blackouts and other IT emergencies.
Uninterruptible power supplies (UPS): immediate hardware protection
An uninterruptible power supply (UPS) is essential to ensure that servers and workstations can be properly shut down during a sudden power failure. The UPS provides sufficient time to complete ongoing processes and close files properly, avoiding corruption due to abrupt interruptions during data writing or updating operations.
IT and Network Redundancy: Ensuring Continuity
In addition to backups, IT and network redundancy are essential to ensuring business continuity. "Redundancy" means providing duplicate or alternate components that can automatically take over in the event of a failure. For example, redundant servers in clusters or across multiple data centers can keep services running even if one of the primary servers goes offline. More advanced disaster recovery architectures include switching to a secondary set of servers and storage systems until the primary data center is operational again.
Similarly, a network with redundant connections (such as multiple Internet providers or alternate communication paths) will prevent a single connectivity failure from isolating the company. Electrical power can also be made redundant: an uninterruptible power supply (UPS) and emergency generators provide temporary power to servers, keeping them powered up until backup systems take over. In short, IT and network redundancy eliminate single points of failure, allowing the infrastructure to "self-heal" and continue functioning despite unexpected disruptions.
Business continuity with LogicalDOC
A reliable document management system can integrate all of these measures, and LogicalDOC offers a platform designed to minimize risks in the event of a sudden interruption. For example, by choosing LogicalDOC Cloud, company documents are hosted on our servers and protected by professional backup procedures that guarantee security and compliance. The cloud solution is ideal for those who do not want to manage an internal data center with complex backup protocols and firewalls. This frees the company from technical burdens, while ensuring high service availability.
Even in on-premise installations, LogicalDOC supports redundant configurations and includes tools for automated backups to protect data and allow rapid recovery in the event of a failure.
LogicalDOC also offers hybrid Cloud solutions: a local installation can synchronize the local repository with a remote cloud installation, providing both local and remote cloud storage.
Logicaldoc can further strengthen the system thanks to the syndication function, feeding a remote system with the contents stored in the local LogicalDOC installation. In this context, you can configure your on-premises system to move parts of your internal DMS to a second installation hosted off-premises. With LogicalDOC's cutting-edge hybrid cloud storage, you can be sure that your data is all backed up in multiple physical locations, with the peace of mind that your documents are safe from any catastrophic event.
Adopting a solution like LogicalDOC allows you to manage digital documents securely and continuously, protecting your business from the risks of blackouts and unplanned interruptions.
