Jemie Umali – 11798939 MIS535M – GTC

HW#1: The Pinoy IT Manager v2.0

It’s important for small businesses to make the most of their IT capabilities, so business
owners should take into consideration different IT practices and strategies to invest in, in
order to avoid any incidents that may occur that could affect their businesses in the future.
However, the cost of investment can often restrict the use of brand new technology, so
business owners need to maximize on what they have and what they can get at a minimal
cost.

For an import-export business, most of the company’s major operations would involve
their receipts, transactions, and company records. Given the details of this case, Typhoon
Ondoy, who wreaked heavy rains caused a disruption not only in their operations, but
also the company’s reputation and life is on the line. The company’s records and
transactions barely made it out alive, while only a few digital copies can be retrieved online.

As someone who’s worked on documenting a lot of things (like transactions, events,

receipts, policies, presentations, etc.), I’d definitely feel horrified and stressed out
because all of the documents I worked on were lost in literally, a flash (flood). It’s not easy
to retrieve documents especially if the only physical and digital copies were lost and
irretrievable. However, I would go as far as I could to trace and retrieve what documents
I could from whatever source I can find – this could include e-mails, documented
messages, files uploaded online, stored files, etc. I would also reach out to the suppliers
and other parties involved in the transactions may take a lot of time but it is also worth
trying in order to get the most information back as possible.

In order to address the situation in this case, my first recommended solution would be the
to organize record-keeping materials. A well-run business must maintain a lot of
documentation, but that info doesn't do the company much good if it is disorganized and
difficult to access. I would recommend them taking this opportunity to reorganize the
business’ record-keeping. Beyond natural calamities, the business should consider
adopting a method to make it easier to manage its archives moving forward. Today, there
are plenty of software solutions that help digitize paper records and automate the record-
keeping process, making it easier to stay on top of your filing and tracking system. These
records are especially important during tax season and when dealing with the government,
but they also help the business’ regular operations.

The other solution I would recommend is to regularly back up all data such as word
processing documents, electronic spreadsheets, databases, financial files, human
resources files, and accounts receivable/payable files. Backing up data should not be
limited to physical external hard drives. There should also data stored on the cloud. The
IT manager should make sure that backups are stored in a separate location in case of
fire or flood. I would also recommend checking up the backup files regularly to ensure
that it is functioning correctly.