Data backups are the backbone of business continuity. From natural disasters and cyber-attacks to accidental deletions, there are myriad reasons why your business needs to back up its data. Recent findings by Avast spotlight a critical concern for small and medium-sized businesses (SMBs): 60% of data backups fail when they’re needed the most. Fifty percent (50%) of data recovery efforts fall short.
Not all backups are created equal, and understanding best practices is paramount. This knowledge will ensure your backup solution successfully operates when you need it most.
Why Backups Are Failing
Several common issues can lead to incomplete backups or failed restorations:
Unreliable Backup Products: In the world of backups, you get what you pay for. Free or budget solutions often lack the robust features and reliability found in more premium offerings, leading to backups that may not be secure or reliable.
Suboptimal Backup Times: Scheduling backups during periods of high traffic or when data is being heavily modified can result in incomplete data capture.
Compatibility Issues: As your business scales and evolves, so do your systems and software. However, new systems may not always be fully compatible with existing backup solutions, leading to improperly saved data or issues during restoration.
Human Error: Misconfiguring backup parameters, accidentally deleting critical files, or ignoring backup schedules and alerts can all contribute to failed backups.
Cyber-attacks and other disasters are a constant threat. A failed backup during such times could mean permanent data loss. Moreover, sectors like healthcare and finance, bound by strict compliance regulations, face severe repercussions, including fines, legal challenges, and reputational damage if their backups fail.
Best Practices for Successful Data Backup and Restoration
Effective data backups and successful restorations are lifelines during crises. By choosing the right backup solutions, performing regular testing, and daily monitoring, these best practices will ensure that your data is protected against unforeseen disruptions.
Pick a Solid Backup Solution:
Conduct thorough research to find a solution that meets your specific needs. For critical sectors like healthcare, immutable backups are essential as they cannot be altered or deleted, even during a ransomware attack. Discuss with your IT provider about the technologies they use, the speed of data recovery, potential downtime, and whether backups are cloud-based, local, or a mix. Ensure your backup solution fully complies with regulatory requirements by thoroughly verifying all aspects, especially if your business operates in sensitive fields like healthcare.
Use the 3-2-1 Rule:
Once a reliable backup solution is in place, implement the 3-2-1 backup rule as a standard practice. This rule involves storing three copies of your data in two different formats, with one copy stored off-site, drastically reducing the risk of total data loss.
Generate Daily Backup Status Reports:
Ensure someone, either you or a member of your IT team, checks the backup status daily and immediately rectifies any issues with incomplete backups. Even if your IT team receives daily reports, request a weekly or monthly summary to personally verify the success of your backups.
Conduct Regular Restore Tests:
Regularly perform restore tests, akin to fire drills for your data, to ensure everything works as it should. Periodically restoring files or the entire server will confirm that your backups are in good condition and that data can be retrieved as expected.
Ignoring your data backups is not an option. Though they may seem like a “set and forget” task, when disaster strikes — be it a flood, fire, or cyber-attack — your backup could be what saves your business. If you haven’t already, initiate a dialogue with your IT provider and ensure your backup strategy is robust and reliable.
