How Should I Back Up My Business Data?

How Should I Back Up My Business Data?

Answer: You should use backup software to make copies of everything that's important to you, schedule it to run on a daily basis, and then store the backup in multiple locations.

Scenario

You’re a business owner and your company holds a large amount of data in the form of Word documents, Excel spreadsheets, PowerPoint presentations, databases, etc. You know that this data needs to be backed up in case of… something! But you have questions.

• What should I back up?
• How often should I back up?
• Should I use software, or back up manually?
• If backup software is the way to go, which one?
• All of my data syncs to the cloud. Do I still need to back it up?
• Should I back up to cloud storage or to an external drive?

This article will answer all of these questions.

What Should I Back Up?

The answer to this question is both subjective and the same for everyone. You should back up anything and everything that’s important to you. This could include files (documents, spreadsheets, presentations, etc) and a computer’s configuration/settings (its “image”).

Backing up a computer’s image invariably includes the following:

• Files and folders
• Installed software
• User accounts
• Settings

Whether you back up a computer’s image, or just its files is entirely up to you as long as whatever’s excluded from the backup is either, recoverable by some other means, or something you can afford to lose. For example, some of our clients have a standard computer image that works across the whole company because all of their computers are the same make and model. This image is stored on the network and also on an external hard drive. So if a computer were to get completely wiped, it could easily be restored from the saved image. In this scenario, it’s only necessary to back up a computer’s files and folders.

How Often Should I Back Up?

The ideal backup frequency depends on several factors, but for small businesses, most experts recommend daily backups as the best practice. This ensures you don't lose significant data due to unexpected events like hardware failure, software glitches, or even accidental deletions.

However, there are some situations where daily backups may not be ideal. For example, if a company’s data became infected with malicious software (malware), there’s a chance that the infected files could get included in the backup if the malware isn’t detected before the next scheduled backup. This would leave the company with no clean backup to restore from. In this situation, the more frequent the backup, the less time there is to detect and cure the infection before the next backup.

Should I Use Software, Or Back Up Manually?

The answer to this question depends on three things:

1. The size of your company
2. The amount of data you have
3. The type of data you want to back up

If you’re a one-person company, with a moderate amount of data consisting of only files and folders, then it could be more practical to back up your data manually by copying it to an external hard drive. In almost all other cases, using backup software is the way to go. Here's why:

• Reduced risk of errors: Manual backups are prone to human error. You might forget to back up regularly, accidentally overwrite files, or choose the wrong files.
  
  
• Automation: Backup software can be scheduled to run automatically, ensuring consistent backups without needing manual intervention.
  
  
• Version control: Many backup solutions offer version control, allowing you to restore previous versions of files in case of accidental edits or corruption.
  
  
• Security features: Backup software can offer encryption to protect your data during storage and transfer.
  

If Backup Software Is The Way To Go, Which One?

Again, this will depend on your situation and specific needs.

It’s beyond the scope of this article to recommend a specific product, but here are some steps that you, as a small business owner, can take to decide which backup software is best for you:

1. Assess Your Business Needs:
   
   
2. Data Volume: How much data do you have? This will determine how much storage space you need in your backup solution.
   
   
3. Data Sensitivity: How critical is your data? If a data breach occurs, what would the impact be? This will influence the security features you need (encryption etc.).
   
   
4. Recovery Time Objective (RTO): How quickly do you need to access your data in case of an outage? This will determine the speed and efficiency of your backups and restoration process.
   
   
5. Budget: How much can you afford to spend on backup software and storage? Free options exist, but features and security often increase with cost.
   
   
6. Technical Expertise: How comfortable are you, or your staff, with technology? Consider the ease of use and setup of the software.
   
   
7. Research Backup Options:
   
   
8. Local vs. Cloud Backup: Decide if you want to back up data to an external drive (local) or a remote server (cloud). Consider factors like security, accessibility, and disaster recovery needs.
   
   
9. Features Comparison: Research different backup software options and compare their features. Look for features important to your needs, like scheduling, version control, encryption, and mobile access (if needed).
   
   
10. Free Trials: Many backup software providers offer free trials. Utilise these to test the software's ease of use and functionality before committing.
    
    
11. Prioritise Features:
    
    
12. Automation: Automatic backups are essential to avoid human error and ensure consistent data protection.
    
    
13. Security: Look for encryption features to protect your data during storage and transfer.
    
    
14. Scalability: Will your data storage needs increase in the future? Choose software that can grow with your business.
    
    
15. Customer Support: Consider the availability and quality of customer support offered by the software provider.
    
    
16. Read Reviews and Comparisons:
    
    
17. Look for independent reviews and comparisons of backup software online from reputable tech publications and user forums.
    
    
18. Pay attention to user feedback on ease of use, features, and customer support.
    
    
19. Make an Informed Decision:
    
    
20. By understanding your business needs, researching options, and prioritising features, you can make an informed decision about the backup software that best suits your small business.
    

All Of My Data Syncs To The Cloud. Do I Still Need To Back It Up?

Yes! Emphatically, YES!

If there’s one thing you need to take away from this entire article, it’s this:

Syncing your files to the cloud IS NOT a backup! Here are two reasons why:

1. Syncing focuses on Accessibility and Collaboration:
   
   
2. Two-way updates: Any changes you make to a synced file on one device are reflected in all other synced devices. This is great for keeping your files up-to-date and accessible from anywhere.
   
   
3. Risk of data loss: If you accidentally delete a file on one device, it gets deleted from all synced devices. There's no separate "backup" stored in the cloud.
   
   
4. Limited version control: Some syncing services offer limited version history, but not all. This means recovering a previous version of a file might not be possible.
   
   
5. Backing Up prioritises Security and Recovery:
   
   
6. Separate copy: A backup creates a separate copy of your files in the cloud storage. This copy isn't affected by changes or deletions on your main device.
   
   
7. Disaster recovery: In case of device failure, data corruption, or even ransomware attacks, you can restore your files from the backup.
   
   
8. Version control is common: Backup solutions typically offer version control, allowing you to restore older versions of files if needed.
   
   

In summary, syncing keeps your files accessible and up-to-date across devices, but it doesn't guarantee complete protection. Backups provide a safety net for recovering data in case of accidental deletion, device failure, or other issues. For comprehensive data security, it's ideal to combine both strategies. You can sync important files for accessibility and back them up regularly for secure storage.

Should I Back Up To Cloud Storage Or An External Drive?

Ideally, you should back up to both. But before I explain why let's look at the two options in detail.

• Cloud Storage: A convenient solution in terms of data access. It usually allows you to access your data from any device, fostering flexibility and collaboration. Also, cloud providers often replicate your data across multiple servers, minimising the risk of data loss from hardware failure at your physical location. However, consistent internet access is required to upload and restore data, which can be a drawback in areas with unreliable connections or if you suffer an outage in your connectivity. Additionally, cloud storage plans often limit free storage space, and exceeding that limit can incur ongoing costs.
  
  
• External hard drives: These drives offer a large storage capacity at a relatively low cost and no ongoing costs once the hardware has been purchased, making them ideal for businesses with massive data volumes. They also give you complete control over your data's security, as you can physically store the drive in a secure location. However, external hard drives are susceptible to physical damage like drops or spills, potentially leading to data loss. Additionally, restoring data requires physically connecting the drive to your computer (or connecting over a local network), limiting accessibility compared to cloud-based solutions.

As you can see, each solution has its pros and cons, so by using both, you'll get the best of both worlds. And as we say in the industry, "you can never have too many backups!"

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