The documents, the data and the continuity plan
A freelance practice needs documents that remain accessible, secure and recoverable through equipment failures and other interruptions, with clear arrangements for retaining or disposing of client files.
Storage and access
A medical writer produces, reviews and keeps reference documents, and needs both accessible storage and backup copies. Portable drives and USB sticks need to be kept secure and remembered when travelling.
Cloud storage holds data on remote servers and can contain originals as well as backups. File-sharing services can support collaboration without repeatedly emailing large compressed files. Remote storage can reduce the need to carry physical media and can leave data accessible from another device if a computer fails. Cloud computing provides computing and storage capacity without requiring large investments in equipment, personnel or software licences.
The choice of service depends on the required capabilities and operating system: some services focus on synchronising and sharing files, while others automatically copy documents to online backup folders. Colleagues' experiences can help when considering services. Research should include support forums, independent reviews of privacy, security and encryption, and advice from an IT professional.
One writer used cloud storage for regulatory guidelines, disease-area guidance and literature references, and considered it useful for photos and training materials. She valued access through a browser on another computer while travelling or at a client's office, but was reluctant to put confidential client documents there.
Filing and retention
One paperless practice used a digital folder for each client, a folder within it for each project and further subfolders as needed, with the same hierarchy for client email. Older projects were archived digitally and could be returned to active folders if the client commissioned more work.
Another writer kept work samples and templates on a hard drive and an external backup, searchable by client, project type and therapeutic category, without specialist filing software or cloud storage. Administrative paper was kept for a year or two, or while the client remained active. For confidential projects, most of that writer's clients did not want files kept long after completion; the writer generally shredded paper and deleted electronic copies three to six months after submission or publication.
Retention practices reported by freelancers in 2008 ranged from purging paper within weeks or months after publication to keeping background material for 30 years. Individual practices included shredding six to nine months after completion, sometimes later, and keeping paper for one to two years. Keeping paper for one to two years led to a new assignment when a client revived a project after losing its own records in a move and asked the writer to reconstruct its history.
Purging paper did not necessarily mean discarding the project information: practices included archiving all project files, emails and invoices to a disc before removing them from the computer, using removable drives, and keeping client folders on external drives. Scanning handwritten notes and marked-up paper to PDF reduced paper clutter, although scanning took time. One writer kept scanned files on three drives, one in a second office, one in secure storage and one onsite, and used a portable drive to update the offsite copies.
A disposal agreement can state that, after a project ends and the client confirms permission, the writer disposes of all documents and the client takes responsibility for retaining copies. Such an agreement saves storage space and the work of maintaining backups. An audit of one writer's client found a confidentiality problem because no process ensured that contract medical writers disposed of documents at project close.
Backups and recovery
A contingency plan prepares actions for an unexpected event that could seriously harm the business. Regular backups are a critical part of contingency planning because they allow documents to be recovered after computer failure or loss, including shortly before a deadline. At least two reliable backup methods are recommended to reduce data loss. The 3-2-1 rule recommends the following backup arrangement.
- Always have three copies of the data.
- Keep two copies on different types of storage.
- Keep at least one copy offsite.
Manual backups to discs can overlook files. External drives provide local backup, while cloud backup can run automatically and be accessed remotely through an internet connection. Local disks and drives can be lost with the computer through theft, fire, flood or another local disaster; a personal cloud using an onsite drive remains exposed to local disasters too. Offsite cloud backups raise privacy and security considerations, so the benefits and risks of methods should be evaluated together and combinations may suit data with different sensitivities.
One practitioner recommends an encrypted online backup at a remote location, combined with another reliable backup solution. Backup services may allow manual transfers or an hourly, daily or weekly schedule, and allow updated files to be recovered remotely using login credentials. A local network-attached storage system can use a redundant array of disks to replicate data and protect against an individual disk failing.
One freelancer recovered everything within 24 hours of a computer failure after switching from local backup to Carbonite. Another resumed work in the same Word file on another computer within 20 minutes after a Mac died near a deadline, using an iCloud backup. A third lost many Word files during migration to a new computer after an external backup drive filled up and its proprietary software made clearing space and retrieving files difficult, then moved to cloud backup.
A practitioner who experienced ransomware recovered the data because of backups and recommended backing up at least monthly.
Protection of equipment and screens
Malware is software designed to cause digital harm and includes spyware, keystroke loggers, Trojans, worms and viruses; phishing messages attempt to obtain personal or financial information by deception. Antivirus protection should run continuously, including on Macs, which can harbour and spread both Mac and PC viruses over shared networks. Its detection signatures should update automatically and regularly. Protection should scan email, websites and the hard drive, and a firewall can prevent unauthorised access by attackers searching networks for unprotected computers. Full system scans should run regularly, for example overnight when a lengthy scan will not interrupt work. Operating-system and protection-software updates and patches should be installed when released.
Malware can spread through a compromised contact list, so an unexpected link from a known sender should be checked with that person before opening it. Unfamiliar attachments and unexpected links should not be opened. Protective programs reduce the work of staying safe but do not remove the need for vigilance.
In public spaces, nearby people may be interested in the document on a writer's screen, particularly where pharmaceutical companies and academic centres cluster and employees use the same airports. A laptop privacy filter darkens the view for people not directly in front of the screen. Some filters can increase glare, so user reviews are worth checking before purchase.
Power, connectivity and alternative workplaces
Preparation should cover accidental data loss, power surges, theft, blackouts and natural disasters, with regular backups, charged spare batteries, charging devices and mobile broadband among the measures.
External battery packs and portable chargers can recharge phones, tablets and laptops. An uninterruptible power supply combines outlets with a backup battery, allowing a desktop computer to keep running during an outage long enough to save files and shut down safely, while reducing the effects of power fluctuations.
Alternatives when local internet access fails include a nearby venue with Wi-Fi, tethering through a phone and a mobile broadband device. An alternative computer should be available if the main machine fails. Alternative workplaces should be checked in advance for internet access and quiet spaces for phone calls or confidential conversations.
Disruptions can also involve health problems, caring responsibilities and travel failures. Preparation includes communication with clients and family, backup equipment and generators where relevant, and strong personal and professional relationships. Perspective can prevent exhaustion when problems differ in severity, and coping skills, including humour, can be developed before they are needed.
Contact forms and spam
Keeping a business email address off public websites reduces exposure to spam but creates a barrier for prospective clients; contact forms preserve a route to contact, although automated programs can submit them repeatedly. CAPTCHA stands for Completely Automated Public Turing Test to Tell Computers and Humans Apart. A text CAPTCHA asks a user to read and retype distorted characters, but text that is too difficult frustrates legitimate users. Other approaches described include minimum completion times, checkboxes, arithmetic questions, hidden fields filled by automated programs and interactive games. No method is foolproof: one comedy website received complaints about an arithmetic gate from users who entered jokes as answers.