We’ve seen businesses lose data because of backup mistakes. Sometimes it’s hardware failure. Sometimes it’s ransomware. Sometimes it’s human error. The common factor is that the backups weren’t set up correctly, or they weren’t tested, or they weren’t actually working when needed.
Backup problems are frustrating because they’re usually preventable. Most businesses think they have backups, but when they actually need them, the backups don’t work. Or they’re incomplete. Or they’re corrupted. Or they’re too old to be useful.
Here are the most common backup mistakes we see, and how to avoid them.
Not Testing Backups
This is the biggest mistake. Businesses set up backups and assume they’re working, but they never actually test them. Then when they need to restore data, they discover the backups are corrupted, incomplete, or don’t work at all.
We recommend testing backups regularly. At least monthly, but more often if you have critical data. Try restoring a file. Try restoring a folder. Make sure the process actually works. Don’t wait until you need the backup to find out it doesn’t work.
Test different scenarios. Can you restore individual files? Can you restore entire folders? Can you restore to a different location? Can you restore from different time periods? The more scenarios you test, the more confident you can be that backups will work when needed.
Document the restore process. Write down the steps. If you need to restore data in an emergency, you don’t want to be figuring out how to do it. Have a clear process documented, and make sure the right people know how to follow it.
Storing Backups in the Same Location
We’ve seen businesses store backups on the same server as the original data, or in the same building. If there’s a fire, flood, or theft, both the original data and the backups are lost. This defeats the purpose of having backups.
Backups need to be stored separately from the original data. Ideally, they should be in a different physical location. Cloud backups are good for this because they’re stored off-site automatically. External drives can work if they’re stored somewhere else, but they need to be managed carefully.
The 3-2-1 rule is a good guideline: three copies of your data, on two different media types, with one copy stored off-site. This provides redundancy and protects against different types of failures.
If you’re using external drives, rotate them. Keep one on-site for quick restores, and keep another off-site for disaster recovery. Swap them regularly so both are current. This gives you both convenience and protection.
Not Backing Up Frequently Enough
How much data can you afford to lose? If your last backup was a week ago, you could lose a week’s worth of work. For most businesses, that’s too much. Daily backups are usually the minimum, and some businesses need more frequent backups.
Consider what data changes frequently. Customer databases, financial records, project files. These might need more frequent backups than static files. Configure backup schedules based on how often data changes and how much you can afford to lose.
Automated backups are essential. Don’t rely on manual backups. People forget, or they’re busy, or they assume someone else is doing it. Automated backups run on schedule without human intervention, which makes them more reliable.
Keep multiple backup versions. Don’t just keep the most recent backup. Keep backups from different time periods. This lets you restore from before a problem occurred, which is important if data gets corrupted or deleted and you don’t notice immediately.
Not Backing Up Everything Important
We’ve seen businesses back up some data but miss important files. Email, databases, configuration files, user data. These are often overlooked, but they’re critical for business operations.
Make a list of what needs to be backed up. Don’t assume everything is included. Check what’s actually being backed up and verify that important data is included. This might require checking different systems and applications.
Cloud services often have their own backup requirements. Microsoft 365 and similar services don’t automatically back up everything forever. You might need additional backup services for these platforms, especially if you need to retain data for compliance or recovery purposes.
Don’t forget about configuration and settings. If you need to rebuild a system, you need more than just data files. You need system configurations, application settings, and other setup information. These are often overlooked but are essential for recovery.
Ignoring Backup Errors
Backup software often reports errors, but people ignore them. The backup seems to run, so they assume it worked. But errors mean something went wrong, and that usually means the backup is incomplete or corrupted.
Check backup logs regularly. Look for errors, warnings, or other issues. Don’t assume that if the backup ran, it worked. Verify that it completed successfully and that there were no problems.
Set up alerts for backup failures. If a backup fails, you should know about it immediately, not when you try to restore data. Email alerts, notifications, or monitoring systems can notify you when backups have problems.
Fix problems promptly. If backups are failing, don’t ignore it. Investigate the cause and fix it. Backup problems usually don’t fix themselves, and the longer you wait, the more data you might lose.
Not Securing Backups
Backups contain all your data, so they need to be secured. If backups are stolen or accessed by unauthorized people, your data is compromised. This is especially important for backups stored off-site or in the cloud.
Encrypt backups. Most backup software supports encryption. Use it. This protects data if backups are lost or stolen. Encryption adds a layer of security that’s essential for sensitive data.
Control access to backups. Not everyone needs access to backups. Limit access to people who actually need it, and use strong authentication. This prevents unauthorized access and reduces the risk of data breaches.
Consider compliance requirements. If you’re in a regulated industry, backups might need to meet specific security and retention requirements. Make sure your backup strategy complies with applicable regulations.
Making Backups Work
Backups are essential, but they need to be done correctly. Test them regularly. Store them separately. Back up frequently. Include everything important. Monitor for errors. Secure them properly. These steps significantly improve the reliability of your backups.
If you’re not sure whether your backups are set up correctly, or if you want help implementing a proper backup strategy, let’s discuss it. We’ve helped businesses set up reliable backup systems and can help you ensure your data is protected.
