Are you sure that your business has implemented a backup? If you’ve just got one copy, you’re still at risk of losing valuable data, as well as time and effort. For small business backup to do its job, you need more than just one external hard drive. We’ll explain what matters and how to make it work using clear terms and zero unnecessary jargon.
What “having a backup” actually means
A backup is more than a copy of your files, it’s a critical safety net. Many SMEs trust OneDrive or a USB drive and assume that’s enough and the truth in many instances is that it isn’t. That single copy can fail through deletion, corruption, theft or cyberattack. A proper setup means multiple copies, stored differently and kept off-site. Microsoft tools help if they’re correctly deployed but alone they don’t replace a full system you can restore fast to minimise downtime.
The 3‑2‑1 rule, in plain English
Follow a simple rule: three copies, two types of storage, and at least one off-site. Keep your live data, a backup on local hardware, and one in the cloud or at another location. That way, if your office floods or your server fails, you still have a secure copy elsewhere. Many businesses don’t add that second media type or off-site copy and that puts them at risk.
Why one off-site copy isn’t enough
Placing one copy in the cloud is better than nothing. But it’s not enough. Sync mistakes or ransomware can hit your cloud copy too. And if backups live on network shares, malware can infect them. Your backup plan must include a copy that’s inaccessible to your main systems -physically or logically disconnected- so it stays safe if everything else is compromised.
Understanding RPO and RTO
Think of RPO as how much data you’re prepared to lose. If you back up once a day and you lose data midday, you lose a day’s work. RTO is how long it takes to be back in business. If it takes three days to restore, that’s three days without income or service. Small businesses often DIY a back up solution but then ignore how long recovery takes. RPO and RTO are business decisions, not tech features. Work with your IT support resource to decide what suits your risk and budget, then build to match.
It’s about continuity, not just backup
Backing up files is good. Staying open when things go wrong is better. Business continuity plans look at how your business works, what systems you need first, who does what when things fail. That includes testing restores and planning temporary measures. If your restore plan leaves gaps, customers and your staff will feel it. We use Microsoft-native systems to give fast RPOs and reliable RTOs so things run just as usual with made for purpose solutions.
Common mistakes we still see
Some business owners trust only Microsoft 365 sync as their backup. Others never test restoring data. Many don’t plan recovery time or keep only one copy on-site. Some plug in a USB, forget it, and assume it will do the job if the worst should happen. If you never test, or you don’t track restoration time, you don’t really have a plan, you have your fingers crossed!
Think your backup is covered? Let’s test it. Talk to Jon at Crosstek IT about backup and business continuity planning – before you need it.
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