Are you doomed if your office computer tech quits?

1. Do you know every password? Practically everything computer and Internet-related in your shop has, or should have, a password. If your computer expert left at this very moment, could you (or someone you trust) log on to each of the computers on the network and can make changes to system settings, tweak the firewall and more? Do you know the password to the server, the customer database and other files needed to run your business? That is why it is important for you, as the business owner, to know all the passwords.

I learned this lesson the hard way. A few years ago, we had a network administrator who unexpectedly resigned by e-mail from home. I did not know the passwords that he set up on the system. Rummaging through his desk, I found what looked like a password scribbled on a fast-food restaurant napkin. Luckily, it worked.

If the tech is any good, he or she has a list of passwords. You should have that list, too. Check with your tech today. If a complete list does not exist, complete one. Each of you should keep a copy. As passwords change or are added, you should know. Set up a procedure for this. I get an updated password sheet weekly.

While you are at it, make sure everyone is using a good password. Do not use words that are in the dictionary. Hackers have software that can find them. And do not use numbers they are easy to figure out. The safest passwords are alphanumeric: x9iop7*3hy, for instance. Such a password is virtually unbreakable.

2. Do you know where all the backups are stored?

There is nothing duller than backing up data. You have got lots of things to worry about. You probably let the computer tech worry about backups. I cannot blame you for that.

But backups are important, which is why you do them. If you have ever lost your database, you know that. If the tech takes a hike and the database crashes, you had better be ready. You need to know what is backed up, how often and where it is backed up.

In fact, you should not only check that backups are being done. You need to make sure that they are being done properly.

I learned this lesson the hard way, too. Years ago, I needed data contained on a backup. I asked our system administrator for the original backup drive, which he proudly produced. The problem? The Drive only stored 200 gigabytes and the data I needed was not there. System administrators make mistakes. He did not check to see that all the data being backed up fit on the Drive.

3. Do you know where the product keys are stored?

Product keys are alphanumeric codes that must be entered when you install software. Otherwise, the installation won’t work. Of course, your software is already installed, right? So why do you need keys?

Well, what happens if your system becomes unstable? You may have to format your hard drive and reinstall your applications, along with an operating system. You’re going to need those product keys. These are complicated alphanumeric strings, so no one can memorize them. In some cases, they are printed on the software’s packaging materials. Or they might come with registration forms.

I encourage you to maintain a list of these keys. Print it out. If the computer system collapses, having them in a Word file might not do you any good because you might not be able to access the file.

For this, download Belarc Advisor. This free application lists all a PC’s hardware, complete with the manufacturers’ names. It is good to have this information about all your computers in the event of fire or theft. You will also have the names of the programs installed, along with their locations in your computer and product keys.

Do not be nervous about letting Belarc scan your computer. Your PC profile information is kept private on your PC and is not sent to any Web server.

Keys are important. You cannot reinstall software without them. Put together a list while it is easy to do. Do not count on the system administrator. He or she could be long gone when you need them.

4. Who do you call for repairs?

Even computer gurus must call for help from time to time. When tough problems arise, the tech may call somebody local. This is like finding and keeping a good mechanic.

The tech probably has folks that he calls at various hardware and software companies when issues crop up. Make sure you have copies of the service contracts and warranty statements, as well as the number to call for support for all the hardware and software, along with hours of operation.

If the computer expert leaves and the roof falls in, you need to know who to call. You need to be sure that your company has a good relationship with them. They must be honest and reliable. Do they have a good reputation? Find out now. Know who the expert is dealing with and be sure that the relationship is solid. You will want to know that in an emergency, they’ll take your calls.

5. Do you understand your network and how everything works?

Are you running your network with a server, or even multiple servers? These are complicated arrangements. Your system administrator probably has a basic understanding and the telephone number of a good network technician (see No. 5 above).

You should know the basics about the servers, too. I know, I know, time is money. The very idea of learning the servers probably gives you a headache. But these machines are critical. Ask your administrator to draw you a picture of the computers on the network. Along with each computer, make sure you know what each does and where they are located.

If your tech is doing routine maintenance on these computers, and up and leaves, who is going to do it? Maybe the servers must be reset weekly, or maybe the database must be purged. There could be several relatively simple things. If the expert goes, it will fall to you. This is not rocket science. You can develop a basic understanding with a little effort. It is important that you do so.

Many system administrators have access to their employer’s systems from home. This makes sense. If something breaks, the techie does not have to run into the office to fix it. Once he no longer works for you, you must immediately shut off his access to your systems. Make sure you know (or someone you trust knows) what kind of access he has and how to turn it off.

Here is another lesson I learned. Another one of my system administrators (really, I have not had that many!) split in the middle of night. I was busy and had to recreate his activities from a bunch of logs. Now, I have a list of duties that must be done to the system weekly. This list includes backups, database maintenance, system updates, system resets and more.

OK, let us see how you did. Quite simply, you and your business failed this test if you answered “No” to any question. Better get those answers now, before it is too late.