Introduction
Having a rock-solid data backup plan is critical for any small or medium sized business (SMB). Company data is often one of the most valuable assets a business has. Losing that data to a hard drive crash, ransomware attack, natural disaster or other threat can cripple or even destroy a company.
As the owner of a SMB, I need to make data backup a top priority. Implementing a comprehensive backup strategy will provide vital protection in case disaster strikes. This article outlines key data backup tips and best practices that every SMB should follow. Adopting these recommendations can help ensure my business data remains safe and continuously available.
Importance of Data Backup for SMBs
Before diving into specific backup tactics, it’s crucial to understand why data backup is so vital for SMBs. Some key reasons include:
Mitigating Data Loss Risks
- SMBs face a multitude of data loss risks – hard drive failures, deleted files, ransomware, fires, floods and more. Having recent backups helps me recover quickly from any data loss event.
Ensuring Business Continuity
- With good backups, I can restore lost data and resume normal business operations with minimal downtime after a disaster.
Meeting Compliance Requirements
- Many regulations like HIPAA require data backup. Documented backups help me prove compliance if audited.
Supporting Disaster Recovery
- Backups give me the ability to recover and restore data if something catastrophic like a ransomware attack occurs.
Types of Data to Backup
What specific data should SMBs focus on backing up? Key data types to include in a backup plan are:
Company Files and Folders
- All company documents, spreadsheets, presentations and other files contain essential business information and should be backed up regularly.
Email and Calendars
- Email inboxes and calendar data often house important communications, documents and schedules. Losing access could significantly impact my business.
Accounting/ERP Software Data
- Mission-critical data from accounting, HR, CRM and other business platforms must be backed up to enable restoration.
Website Content
- The content powering my company website is vital for lead generation and communications. Backups help me recover my site if hacked.
Mobile Data
- Files, emails and other data on company mobile devices may also contain key business information. Implementing mobile backups is wise.
Data Backup Methods and Media
Now that I know what data to backup, what methods and media should I use? Top options include:
Cloud Backup
- Backing up to secured cloud storage provides convenience and offsite protection against local disasters. Leading providers include Backblaze, IDrive and Acronis.
External Hard Drives
- Portable external HDDs offer simple local backups and recovery of file folders, images and more. Western Digital and Seagate popular options.
NAS Devices
- Network attached storage (NAS) devices give on-premises backup for all connected local devices and users. Synology and QNAP are reputable vendors.
Backup Software
- Backup programs like Veeam and Code42 automate and streamline cloud, local and hybrid backups for many data types.
Best Practices for Effective Backup
Following best practices is vital to ensure my backup solution fully protects my business data. Key tips include:
Backup Frequently
- Perform backups daily at minimum to limit potential data loss from new/changed files.
Test Restores
- Regularly test restoring backups to verify completeness and identify any issues.
Retain Multiple Versions
- Keep several generations of backups – e.g. daily, weekly, monthly. Enables restoring previous versions if needed.
Store One Copy Offsite
- Maintain at least one recent backup copy in a secure offsite location to enable recovery from local disasters.
Encrypt and Protect Backups
- Encrypt backup data and store media securely to prevent unauthorized access.
Document the Process
- Document the backup process, types of data covered, verification and more. This provides auditability if required.
Conclusion
Proper data backup should be a top priority for every SMB. Following the tips outlined in this article will empower me to implement a backup solution that fits my risk profile and business requirements. The ability to reliably restore lost or corrupted data can quite literally mean the difference between my company surviving or shutting down after a data loss disaster. By leveraging the right backup tools and techniques, I can effectively mitigate my business’ data risks and maintain continuity no matter what happens.
