Published 2025-06-18 by TechNet New England
Data loss can cripple a business. Whether from hardware failure, ransomware, human error, or natural disaster, losing critical data means lost revenue, lost productivity, and potentially lost customers. A comprehensive backup and recovery strategy is not optional. It is essential.
Types of Backup
Full Backup
A complete copy of all selected data. Provides the fastest recovery but requires the most storage space and time to complete.
Incremental Backup
Only backs up data that has changed since the last backup of any type. Faster and uses less storage, but recovery requires the last full backup plus all subsequent incrementals.
Differential Backup
Backs up all data changed since the last full backup. A middle ground: larger than incremental but simpler recovery.
The 3-2-1 Rule
The gold standard for backup strategy:
- 3 copies of your data (original plus two backups)
- 2 different media types (local drive and cloud, for example)
- 1 copy offsite (protected from local disasters)
Backup Destinations
Local Backup
Network-attached storage (NAS), dedicated backup servers, or external drives. Provides fast backup and recovery but vulnerable to local disasters.
Cloud Backup
Automatic backup to secure, offsite data centers. Protected from local disasters, accessible from anywhere, but dependent on internet connectivity for recovery.
Hybrid Backup
Combines local and cloud backup. Fast recovery from local copies for everyday issues, cloud copies for disaster recovery. This is the recommended approach for most businesses.
What to Back Up
- Server data and configurations
- Databases and line-of-business applications
- Email (even cloud email like Microsoft 365)
- File shares and user documents
- Critical workstation data
- System state for faster recovery
Recovery Objectives
Define these for your business:
- Recovery Time Objective (RTO): How long can you be down? This determines how fast you need to be able to restore.
- Recovery Point Objective (RPO): How much data can you afford to lose? This determines how frequently you need to back up.
Testing Your Backups
A backup that has never been tested is not a backup. Regular testing should include:
- Verify backup jobs complete successfully
- Perform test restores of individual files
- Periodically test full system recovery
- Document the recovery process
- Time your recovery to validate RTO
Common Backup Mistakes
- Assuming cloud sync (OneDrive, Dropbox) is backup (it is not)
- Never testing restore procedures
- Not backing up cloud services like Microsoft 365
- Keeping backups connected to the network where ransomware can reach them
- Not monitoring backup job success/failure
- Insufficient retention (sometimes you need to recover data from weeks or months ago
Do not wait for a data loss incident to discover your backup strategy has gaps. Contact TechNet New England for a backup assessment and recommendations.