Most businesses only find out that their backup does not work on the day they need it. A good backup is simple, automatic and tested. This guide covers what to save, where to keep it and how to check it.
What to back up
- Documents, spreadsheets and accounting files
- Your website and its database
- Email, if it is not already kept on a service you pay for
- Customer and stock records
- Phones and laptops used for work
The 3-2-1 rule
Keep three copies of your data, on two different types of storage, with one copy somewhere else. For example: the working files on your computer, a copy on an external drive and a copy in the cloud. If one fails, or the office is robbed or flooded, another survives.
Automate it
A backup that depends on someone remembering will be skipped in a busy week. Use software that runs on a schedule and tells you when it fails. Keep several versions, so a file damaged on Monday can be restored from Friday's copy.
Protect against ransomware
- Keep at least one copy that is not connected to your network all the time
- Use cloud backup that keeps older versions, so encrypted files can be rolled back
- Keep systems updated, and use strong, different passwords with a second step at sign-in
- Teach staff not to open unexpected attachments or links
Test it
Once a month, restore a few files and a whole folder to a different place and open them. Once or twice a year, practise restoring a full computer or your website. Write down the steps and who does them. A backup you have never restored is only a hope.