Can Your Business Survive a Data Loss?

We all know the importance of backups, right? Losing critical data would be a disaster for anyone, yet many people I speak with don't have a solid backup plan in place. In fact, I often find that when I check on backups, they're either lacking or nonexistent. If this sounds familiar, you're not alone — but you might be making a big mistake.

I can't tell you how many times I've had to break the bad news that someone's data is gone for good. It's a hard conversation to have, but it's one that happens far too often. The reality is, data loss happens every day, and more often than not, it's unrecoverable. If you haven't taken the time to ensure your data is protected, you're putting yourself at risk.

The Truth About Cloud Backups

One of the most common backup strategies I hear is, "I'm all set — I've got Carbonite, OneDrive, etc." Cloud storage services are incredibly convenient, often offering a lot of storage for a very low price. But here's the catch: While these services are generally good, they're not foolproof, and you may not fully understand what you're getting.

First, the backup process is usually slow. If you're backing up large amounts of data, like a terabyte, it's going to take a while — sometimes much longer than you expect. These services often upload data only when you're idle, and even then, they throttle the upload speed to avoid overloading your connection. So, when you think your backup is finished, it might not be. And if it is, there's still the issue of downloading your data in the event of a failure. The same throttled speeds will slow your recovery, potentially leaving you waiting for days or even weeks to restore your files.

Cloud backups are great for non-essential data, but if you're storing critical files, they might not be fast or reliable enough for your needs.

The False Security of Local Backups

Maybe your backup strategy involves keeping multiple copies of your data on different devices or network locations. It seems like a solid approach, but this too can fail — and fail hard.

Malware and hardware failures are the usual culprits. If your system gets infected with a virus or your hard drive begins to fail without being noticed, your backups could become corrupted or even erased entirely. When the worst happens, you might find that your "safe" backups are just as compromised as the original data.

Data loss isn't a "maybe" — it's a "when." Hardware fails, systems crash, and if it can go wrong, it probably will. But don't worry; the solution is simple and affordable: implement a reliable, best-practice backup strategy.

Best Practices for Backups

1. Set a Regular Backup Schedule

   Consistency is key. Whether you back up hourly, daily, or weekly, make sure the process is automated and consistent. Most backup applications let you schedule backups, so make sure it's done regularly without fail.

2. Document Your Backup Plan

   You wouldn't want to scramble for instructions when disaster strikes, so make sure your backup process is documented. And yes, keep that documentation in the backup itself! That way, there's no confusion when it's time to restore.

3. Follow the 3-2-1 Backup Rule

   The 3-2-1 rule is the gold standard for data backups:

   • 3 copies of your data: One backup isn't enough.
   • 2 types of storage media: For example, use a RAID setup along with an external hard drive.
   • 1 offsite backup: At least one backup should be stored offsite or in the cloud to protect against local disasters.

   Fun fact: Peter Krogh, a commercial photographer, developed this rule to protect his digital images. It's been a proven method ever since.

Test Your Backups

Just setting up a backup isn't enough — you need to test it. The last thing you want is to discover your backup doesn't work when you need it most. Here are a few ways to make sure your backup will actually save you when disaster strikes:

• Spot-check Files: Regularly check that your backups are complete and not corrupted.
• Verify Compatibility: If your backup software or system changes (e.g., new hardware or operating system), make sure it still works with your backup.
• Perform Full Restores: Run full restore tests to ensure everything can be fully recovered in the event of a failure. While this can take time, it's worth it to know your backup is truly functional.

Managing Backup Storage

As you accumulate more data, managing backup snapshots can become cumbersome. While it's essential to keep multiple versions of your backups, make sure the system remains scalable and manageable as your data grows.