I was thinking recently about all the bits of software installed on my office PC. I have 151, according to Windows, which is excessive. It is going to take a lot of time and effort to get all those programs installed and settings correct when I eventually upgrade.

But that will be a breeze compared with the replacement of a notebook, PC or server done in distress.

For most small businesses a single PC or a single central server is the fulcrum of the operation. A failure due to age, wear and tear, accident or malicious activity causing the machine to be unavailable would be disastrous.

Huge distress would be caused by the clock ticking on disrupted business activities, and dealing with the problem is likely to be expensive.

The good news is that a lot can be done to reduce the risk and potential disruption, and it does not need to cost much. Technology now enables you to have the basics of a disaster recovery plan that is flexible and affordable for any business.

If your business has a server, you have already taken the first step, provided the server is sited sensibly, and has proper hardware — for example, redundant hard disks. Use a tool to take a frequent snapshot image of your machine.

The key safeguard is to take a full 'image' of your machine (PC, notebook or server) daily or at regular intervals (depending on how often your data changes).

The tool we use to do this is Symantec's Backup Exec System Recovery. Your entire machine can be stored as a snapshot image onto an external USB hard drive to your desired schedule. You should store that external drive somewhere secure, but not where you keep the machine you are protecting (in case of a fire).

The backup image is encrypted, so you do not have to worry about confidentiality if the external disk is lost or stolen.

If a planned-for disaster does occur, try the following: n PC/notebook failure: You need to buy or locate a replacement. Try to get a model similar to the original as it will make the process a little easier.

Then restore the image from the USB disk to the replacement PC. It takes a while to transfer and decompress this image.

You will have overwritten the operating system and extras that came with a new PC, but you will have your old PC back, with all your familiar programs installed, files, settings, pictures and music. All of this can take only a few hours, so you can be back in business with minimum disruption.

n Failed server: Use a powerful PC that you already have or rent a server (they can be delivered on the same day). An environment can be set up on this 'host' server to run 'virtual machines'.

You can now use your server image from the USB drive and turn this into a virtual machine — it runs on the host, but looks and behaves as if your old server was still running.

Your business is back online again in less than a day.

You can then take a few days to decide whether to fix the server, or replace it with another of the same type or model — in either case you can repeat the process to take an image of the interim server onto the target hardware.

Alternatively, you may decide this is the time to upgrade to a new machine with the latest server operating system. There is little time pressure here as your business is working.

Notebooks have a battery, and are designed to work for quite some time with no other power source. Not so for PCs and servers. If there is a power cut, you risk software and data corruption, as well as losing what you have been working on.

Invest in an uninterruptable power supply (UPS). This contains its own battery and will keep your machine running for a while if the electricity fails, and then shut the machine down properly.

You will want a heavy-duty version for a server, but also a mains-trip style one for each PC to save frustration and repeated work. A £60 UPS will give 15 minutes continuity.

n Encrypt your notebook hard disk: Business information should not be stored on a notebook. It should be in a central location so you can easily share with your team, and so it does not get lost or fall into the wrong hands.

Of course in practice, you might need to have business data on a notebook temporarily, for example to take to a client site.

To keep that confidential data secure, you should only store it in an encrypted part of the hard disk, or on an encrypted USB memory stick, making it inaccessible to anyone unauthorised.

Encryption need cost you nothing. For example, BitLocker comes with Vista and Windows 7, and TrueCrypt is respected, free and easy-to-use.

n Use a notebook tracking and recovery tool: If your portable PC is lost or stolen, there are several low-cost tools that allow you to find its location for recovery or police action, and to delete the data on the disk if necessary.

For example, there are HP's notebook tracking and recovery service or 'Laptop Cop,' both of which work when the lost machine is subsequently connected to the Internet.

But for any small business dependent on limited IT resources, it is essential to think about implementing measures before they are actually needed.

o Contact: Mark Salisbury, The Oxford Knowledge Company, 01865 322100.

Web: www.oxford-knowledge.com