Data backup is so essential to modern business operations that it’s easy to forget how important it is. That’s unfortunate because data backup is extremely important.
If something happens to your network—anything
from a short period of downtime to a ransomware attack that completely wipes
your system—your data backups are the only thing between you and a complete and
That’s because your data backups are basically an
insurance policy. If anything happens to your original data, there they are,
waiting to save the day.
But it’s not enough to know that backups are important. You still need to develop a backup strategy for your company, and that’s where this article can help.
“Backups should be as frequent as possible while not impacting the service quality and performance of the system.” – CIO
There’s no one-size-fits-all
Data backup is like so many forms of IT support
for SMBs. A cookie-cutter, a one-size-fits-all approach just isn’t going to
meet your needs. That said, some form of backup is better than nothing, so don’t ditch your current backup plan until
you have another one in place.
But if you have no backup procedure (or if you’re
updating your backup procedure), there’s a right way to do it and a wrong way
to do it.
The right way is going to be highly customized to
ensure that everything about your backup process protects your data and sets
you up for success if you ever need to restore your data.
Which brings us to the 7 questions you should ask
before you develop your new backup strategy.
7 critical data backup questions
The questions below will walk you through the strategic process of determining exactly what you need from your data backup service. We recommend that you go over all of these questions and your answers with your managed IT services provider.
In fact, your MSP should walk you through some version of these questions before
making any backup recommendations.
1. What are your backup goals?
The core goal of all data backup strategies is
the same—protect and maintain data. But why do you want to protect your data?
Are you storing sensitive data about your
customers or employees? Do you rely on historical reports for future
forecasting and performance? What would happen if you suddenly lost all your
data and had to start over tomorrow?
Answering this question is important because it
sets the stage for the rest of your strategic planning. When you have a firm
understanding of what’s at stake, it’s much easier to really invest in the
2. How much do you need to
How much data are we talking about? The type of
data doesn’t really matter—yet. First, determine the total amount of data you
That number matters because it will help you decide how much total backup space you need. And don’t assume a 1-to-1 ratio. The general rule is that for every 1 terabyte of original data you have, you’ll need 4-5 terabytes of backup space.
3. How big are the files you’ll
be backing up?
Now that you have a total number, what’s the
average size of each file? Are you backing up a few hundred text files? Those
are generally small and take up relatively little space.
Or do you have a massive portfolio of images and
videos? Because those can be much bigger.
Average file size matters because bigger files
can take longer to transfer. You’ll combine your answer to this question with
your answer to the next question to help decide what type of back (onsite,
offsite or hybrid) would serve you best.
4. How important is speed when
accessing your backup files?
Offsite backups are generally safer simply
because there’s distance.
If something happens to your office, like a fire,
an offsite backup will be unaffected. Your data remains safe. Onsite backup
servers might not protect you as well.
On the other hand, offsite backup tends to take
longer to restore. If speed matters, offsite backup alone may not be the way to
go. You may want a hybrid backup solution—both offsite and onsite—so that you have the protection of offsite backups with
the speed of onsite backups.
5. What’s the ideal scenario for
restoring data from your backup files?
Let’s go back to that terrifying question.
Suppose you lose all your data all at once and you have to begin the process of
a full data restoration. What’s the best case scenario at that point?
Do you need everything back in place in a matter
of hours? Would days or even weeks be okay? How will you maintain business
operations if you need to work remotely for a while?
You’re planning for a potential disaster. Ask yourself what the smoothest possible recovery would look like for you, your staff and your customers. Now, what kind of data backup enables that?
6. Are you subject to any
If your business is subject to compliance rules,
they may limit some of your data backup options. You may not be able to use
offsite backups, for example. Or you may need to ensure there’s a specific
level of security in play first.
The cost of compliance violations is high. You
don’t want to go through all the work of developing a backup strategy only to
discover you’ve left yourself open to a regulatory fine.
7. Are you sure about the
security of your data backups?
Finally, give some thought to the level of
security your data backup plan provides.
If you’re using an onsite server, do you have both software-based and physical security precautions in place? If you’re using an offsite option, does the backup provider guarantee cybersecurity?
Don’t assume everyone else out there takes
security as seriously as you do. Think it through and ask.
The right backup option for you
If you work your way through these 7 questions, you’re much more likely to arrive at a backup strategy that fully protects your data. And don’t forget to reach out to a data backup pro if you feel out of your depth.
After all, protecting your data matters. Make
sure you give this the time and attention it deserves.