So because you have a Web based CRM everything is hunky dory and you have no worries with regards to the safety of your data right? For the most part that is absolutely true. As always though, nothing is quite black and white. Generally speaking, Web based CRMs are safer for your data than desktop software installations, primarily because most agents are pretty bad at backing up their software.
I would place the odds of you losing your web based CRM data extremely low. I have spent a minimum of three to five hours with the majority of Real Estate CRM developers and CEO’s. I always raise this issue and they have all assured me that their data is backed up at a minimum of one other place off site. Most are at two. There are still two factors to consider though.
One is whether the CRM is stable. Will it always be there? What happens if you go to log in one day and the site is gone for good. No one responds to phone or e-mail. How do you get your data? You probably can’t. I’ve seen seven CRMs go out of business to date. In all but one case I was not even notified and I was affiliated with them as a reseller. It just happened again last week. I was affiliated with all of those seven, but I was not recommending them for various reasons, one of which was that they were not the most stable CRMs in my opinion. My point is that I was not able to determine if the users had ample notice to get their data out before the company shut its doors because I didn’t know any of the users. They may have all been properly notified but I just don’t know.
So what do you do to insure that you have your data if you suddenly can’t get access to it? Do regular exports. All CRMs have the ability to do an export. They vary significantly with regards to how many and what kind of fields can be exported. But they all allow basic contact information at the very least. So at least if you do periodic exports, you are assured that your inventory is safe.
Before you go off and start trying to do an export, there is one huge exception. Does your CRM synch to Gmail contacts, or your phone, or anywhere for that matter? If so, then you have that information already backed up and you don’t need to worry about doing exports for that information, as long as those databases are current and intact. The question then becomes, what other information does your CRM export, and do you want that information as well as your address book information.
OK now maybe we’re getting a little messy. What is synched where? What can I export? Do I need to export? The point is that at least now you’re aware that maybe you should be exporting your CRMs database and why.
The next thing of which to be aware is, can you recover from a mistake you made? By that I mean, what happens if you accidentally delete 100 contacts? Can the vendor get those back for you? Probably not. Or it may be that they can put you back to the day before. So you get your contacts back but you lose whatever you did in the interim. Or maybe they’ll charge you to put you back to the day before. Or maybe they can’t do anything to get those contacts back. So how do you answer that? Call them and ask. Then at least you’ll know where you stand. This is one instance where a desktop CRM is actually better. If you back it up yourself every day, you can easily recover to the day before by using the backup to do a restore. Not so with a Web based CRM. So you need to call them and ask “What happens if I accidentally delete 100 of my contacts? Can you get them back for me? Do I have any options?”
So here’s your homework.
Is my contact information available somewhere other than in my Web based CRM, such as on my phone or in Google Contacts?
Do I want insurance that I will have as much other information as possible available from my CRM if they go out of business?
If so, I need to learn how to export my database and set up a recurring reminder to do it weekly/monthly.
What happens if I accidentally delete something and I want it back? Call my CRM vendor and find out.