Are Your Backups Reliable?

Are Your Backups Reliable?

Every day our world becomes more digital: we create and save everything from personal photos to work files, and they hold value for us. What happens if you lose that? In personal life, it can be sad, but in business it can be catastrophic. This is the reason behind making sure you securely backup your data. Let’s go through some best practices to keep your data safe and secure. As with everything concerning cybersecurity, consult with your internal IT Support or outsourced Managed Services Provider (MSP).

What is a data backup?

If you regularly peruse these blogs, this may seem like a silly, redundant question, but it isn’t. You never know who didn’t get the memo. So, let’s do the drill:

So, what is it all about? Data backup is simply the act of regularly creating secure copies of your data. The operative word here is ‘regularly.’ This is never a ‘one and done’ operation. You need these backups in the event of loss or destruction of the original data. Backups can be stored on various devices, such as a network server, external hard drives, a NAS or SAN device or in the cloud. That is not an ‘either/or’ proposition. You should have reliable backups both locally and in the cloud.

Bear in mind that having backups ensures you don’t lose important information. Having backups ensures that a disaster doesn’t put you out of business.

Without backups, there are several ways you can lose your data forever. It could be a cyber-attack like Ransomware, but computers can also crash or get various types of viruses. It also happens that data gets deleted by accident. If you do not have a backup, then you could lose everything. Backing up your data keeps it safe from these problems.

How often should data be backed up?

While this does depend on the nature of your business and the importance of the data, backing up your data is very important and should be done regularly. Some people back up their data every day, while others do it on a weekly basis. It depends on how often your data changes. If you have important files that change daily, then you should back them up every day. Regular backups mean you will always have the latest version of your files.

What are the 4 types of data backup?

There are four primary types of backups:

1: Full
This creates full backup copies of all your data. It takes more time and space but is very thorough.

2: Incremental
The incremental type of backup only copies new or changed files since the previous incremental backup. It saves time and space.

3: Differential
The differential type of backup copies all changes made since the last full backup. It’s faster than a full backup but takes more space than an incremental one.

4: Mirror
This creates an exact, real-time replica of files, ensuring the destination folder is identical to the source.

Which is the best way to store backups?

First of all, store backups in multiple locations, which impacts the restoration of data after an attack. In the case of a Ransomware attack, after you wipe the computers clean, it’s faster to restore the data from a local source than the cloud, although it is advised to have both. Here are some common options:

1: External Hard Drive

This can be a cumbersome method - using physical devices you can store at home or at work. It’s convenient, and suitable for personal or small business use – for example, Amazon doesn’t backup data this way, but a landscaper might. One danger is that they can get lost or damaged.

2: NAS or SAN Devices

These two types of storage: NAS (Network Attached Storage) and SAN (Storage Area Network) are network-based storage solutions. They differ in their architecture, performance, and suitability for different needs.

NAS is generally a single device that offers file-level storage and is easier to set up and manage, making it ideal for home users and small businesses.

SAN, on the other hand, is a dedicated network of storage devices that provides block-level storage and is designed for high-performance and scalability, often used by larger organizations.

3: The Cloud

This should absolutely be part of your storage strategy. It’s offsite and keeps your backups online, so it is safe from any form of physical damage. It’s also easily accessible from any location. But it’s slower to restore data than from a local device.

4: Offsite

Whatever storage strategy you use, offsite is critical. It means keeping backups in a different location than your main data. This can be at another physical location or in the cloud. This protects against theft or natural disasters.

How should backup data be protected?

Keeping your backups secure is every bit as important as it is to make them:

Use Encryption

Encryption scrambles your data so only you can read it. This keeps it safe from hackers – they may be able to steal encrypted data, but they won’t be able to read it.

Create Strong Passwords

The first step in preventing unauthorized access is by using strong passwords for all your backup accounts and devices. A password manager will save all your complex passwords and can generate them for you.

Regularly Test Your Backups

Simply backing up your data is not a ‘one and done’ process. Regularly make sure you can easily retrieve your data - this ensures that your backups work properly. Try restoring a file to make sure everything is correct.

What are common backup tools?

Let’s take a look at a few good backup tools to consider, especially for help automating and managing them:

Software

Consider software like Acronis True Image, Veeam Backup & Replication, or cloud-based solutions like IDrive.  Backup software can schedule and perform backups automatically. This makes it easier to keep up with regular backups.

PCMag highlights their picks on the list of ‘The Best Backup Software and Services for 2026.’

Cloud Services

Choose a cloud service that includes automatic backups in their package. They provide extra security features too. This is one important consideration in picking the best cloud host for you.

What are some common backup mistakes that can be costly?

Consider some of the most common mistakes to avoid while backing up your data:

Creating Only One Copy

Having only one backup copy is a disaster waiting to happen. Always have more than one copy of your backup in different places. Use the 3-2-1 rule.

Failing to Update Security

Make sure you can automate the process of regularly updating all backup software to ensure that you stay protected against new threats.

How do I create a simple backup plan?

Create a backup plan that includes:

Determining what data should be backed up.

Frequency of backups.

Where the backups will be located.

Reminders to test regularly.