Purpose
Backups and disaster recovery determine whether your business survives data loss or system failures. This section guides you through practical backup strategies and recovery planning.
You will learn:
- Why backups are non-negotiable for business survival
- Backup strategies appropriate for your business size
- Disaster recovery planning beyond just backups
- How to test and verify recovery capabilities
Context & Assumptions
This guidance applies to:
- All businesses with data they cannot afford to lose
- Operations without dedicated IT staff managing backups independently
- Budget-conscious organizations balancing cost and protection
- Businesses in regions with infrastructure risks (natural disasters, power instability)
Backup and recovery reality:
- Data loss happens frequently and unpredictably
- Backups that aren't tested don't work when you need them
- Recovery speed depends on backup strategy, not just backup existence
- Business continuity requires more than just backups
Core Guidance: Backup Maturity Levels
Level 1: Startup Backup (Weeks 1-2)
Minimum viable backup:
- Daily backup of critical files to cloud storage (Dropbox, Google Drive, OneDrive)
- External hard drive backup (weekly or monthly)
- Backup stored in different physical location
- Simple documented restore process
Cost: €10-50/month for cloud storage
Recovery time: Hours to days depending on failure type
Level 2: Growing Business Backup (Months 2-3)
Enhanced backup strategy:
- Automated daily cloud backups
- Weekly external drive backups
- Backup of entire computer (not just important files)
- Offsite backup storage facility
- Tested backup restoration procedure
- Business continuity plan for key systems
Cost: €30-100/month
Recovery time: Hours for most failures, same-day for critical systems
Level 3: Established Business Backup (Months 3+)
Professional backup approach:
- Real-time cloud replication
- Multiple backup locations and methods
- Automated backup testing and verification
- Documented disaster recovery procedures
- Business continuity plan with defined roles
- Insurance coverage for major losses
Cost: €100-300+/month
Recovery time: Minutes to hours depending on system criticality
Essential Backup Principles
1. The 3-2-1 Backup Rule
Best practice formula:
- 3 copies of important data (original + 2 backups)
- 2 different storage types (e.g., cloud + external drive)
- 1 offsite backup (geographically separate from primary systems)
Example implementation:
- Original: Working files on your computer
- Backup 1: Automated daily cloud backup
- Backup 2: Weekly external hard drive backup stored at home/different location
Why: Protects against drive failure, ransomware, theft, and natural disasters
2. Backup Frequency
Daily backup required for:
- Customer information and databases
- Financial records and transactions
- Active business documents
- Email and communications
Weekly or monthly backup adequate for:
- Reference documents and research
- Media libraries and archives
- Software installations
- Configuration settings
Selection criteria: How much data loss can your business tolerate? Back up more frequently for critical data.
3. Automated vs. Manual
Automated backups:
- Happen on schedule without human intervention
- More reliable (humans forget)
- Can be checked and verified
- Better for compliance and auditing
Manual backups:
- Require discipline and consistency
- More likely to be skipped under time pressure
- Only acceptable as secondary backup, not primary
Recommendation: Use automated backups for critical data, supplemented by manual backups for verification.
4. Testing and Verification
Critical practice:
- Test restore process quarterly
- Verify recovered data is actually usable
- Document recovery time for each system
- Train team on recovery procedures
- Update procedures as systems change
Why: Backups that haven't been tested don't work when needed. Many businesses discovered their backups were corrupted or incomplete only during actual failure.
Common Pitfalls
No offsite backup: If office floods or burns, onsite backup is also lost.
One backup location: Single backup method means single point of failure.
Never tested: Backup exists but is corrupted or incomplete (discovered during actual recovery).
No recovery documentation: When disaster strikes, nobody knows how to restore systems.
Backup too slow: Recovery process takes longer than acceptable downtime.
No version history: Cannot recover accidentally deleted or corrupted files from weeks ago.
Backup left connected: Ransomware or hardware failure affects backup and original simultaneously.
No encryption: Backup stolen or accessed by unauthorized people.
Related Documentation
Understanding backup importance:
- Why Technology Matters - Risk mitigation benefits
- Security Basics - Integrated security strategy
Other protection measures:
- Essential Infrastructure - Hardware and power protection
- Choosing Your Technology Stack - Overall framework
Detailed guidance:
- Why Backups Matter - Business case for backups
- 3-2-1 Backup Rule - Detailed backup strategy
- Business Continuity Planning - Recovery planning
Implementation:
- Implementation Strategy - Deployment guidance
This guidance is for informational purposes only. For specific recovery concerns or complex backup scenarios, consult with qualified data recovery professionals.
Golden Rules
✓ 3-2-1 Rule: 3 copies of data, 2 different media types, 1 offsite ✓ Test regularly: A backup that hasn't been tested is unreliable ✓ Automate: Manual backups fail too often ✓ Document: Know what you're backing up and why
Next Steps
- Inventory critical data
- Choose backup method
- Implement backup system
- Test thoroughly
- Document process
The best time to prepare for disaster is before it strikes.