Welcome

Losing business data isn’t just inconvenient – it can be catastrophic. We’ve created this straightforward guide to help you protect your valuable business information, no technical expertise needed.

Why This Guide?

• Protect your critical business data
• Understand different options
• Learn best practices for data security
• Recover quickly if things go wrong
• Keep your business running smoothly

How to Use This Guide

• Start with the basics
• Choose the right methods
• Implement regular routines
• Share these practices with your team

What’s Inside:

✓ The 3-2-1 Backup Rule Explained

✓ Cloud vs Local Storage Options

✓ Automatic Backup Setup

✓ Data Recovery Essentials

✓ When to Call the Experts

Remember: Our team at Keytech is always here to help if you need additional support.

The Basics:

⚡Think of backups like insurance for your business data – hope you’ll never need them, but you’ll be grateful to have them when you do!

The 3-2-1 Rule

• Three Copies of Your Data
  • Keep at least three copies of everything important – your original files plus two backups. Just like you wouldn’t keep all your business documents in one filing cabinet, don’t keep all your digital files in one place.
• Two Different Types of Storage
  • Use at least two different storage types – for example, your computer’s hard drive and cloud storage. This protects you if one type of storage fails or becomes inaccessible.
• One Copy Stored Offsite
  • Keep one backup away from your office – either in the cloud or at another location. If there’s a problem at your premises (like a fire or flood), your data remains safe.
• Regular Testing
  • Check your backups regularly to ensure they’re working. It’s like testing your fire alarms – you need to know they’ll work when you need them.

Pro Tip

Set a monthly reminder to check your backups are working. A backup isn’t truly a backup until you’ve tested that you can restore from it!

Choosing Your Backup Methods

• Cloud Storage Solutions
  • Services like Microsoft 365 and Google Drive automatically save your work to the cloud. They’re always working, easy to access from anywhere, and protect against local hardware failures.
• Local Options
  • External hard drives and network storage provide quick access to your backups. They’re perfect for large files and situations where internet access might be limited.
• Automated Software
  • Set-and-forget solutions that run in the background, automatically protecting your new and changed files. They’re like having a security guard who never sleeps.
• Business Continuity Solutions
  • Advanced systems that can quickly restore your entire business operations, not just files. Essential for businesses that can’t afford any downtime.

Making Data Recovery Simple

• Quick File Recovery
  • Accidentally deleted something? Don’t panic. Check your backup software’s ‘Restore’ function first. Most systems keep several versions of your files, so you can go back to exactly what you need.
• Full System Recovery
  • If your entire system fails, having a complete backup means you can restore everything to a new device. Think of it as a complete snapshot of your business systems – ready when you need it.
• Testing Your Recovery
  • Regularly test recovering files from your backups. Start with something small, like a test document. If you can restore it successfully, you know your system is working.
• Recovery Time Planning
  • Know how long it takes to restore different types of data. Emails might take minutes, while a full system could take hours. Plan accordingly and test these timings when you’re not in crisis.

Protecting Your Backups

• Secure Your Backups
  • Protect your backups with strong passwords and encryption. They contain sensitive business data – treat them like you would your filing cabinet keys.
• Update Your Backup Plan
  • Review your backup strategy whenever your business changes. New software? More data? Different working patterns? Adjust your backups to match.
• Monitor Backup Status
  • Check backup reports regularly. Most systems send alerts if backups fail – make sure someone receives and acts on these warnings.
• Document Everything
  • Keep clear records of what’s backed up, where it’s stored, and how to restore it. Share this information with key team members – don’t let it be a one-person secret!

When to Call the Experts?

Contact Keytech when you need:

• Backup strategy planning
  • Get the right solution for your business
• Emergency data recover
  • Quick response when you need it most
• Backup systems upgrades
  • As your business grows, so should your backup solution
• Recovery testing support
  • Ensure your backups actually work

External Resources

If you would like more information about backing up your business’s data, take a look at the resources below. Please note that these websites were available at the time of publishing but may have since moved. Please let us know if any of the links do not work.

• Backing up your data from National Cyber Security Centre
  • Offers practical advice on why and how to back up important data effectively.
• Data Backups Are for Life, Not Just for World Backup Day from it governance
  • IT Governance highlights the importance of securing valuable data and raising awareness about backups.

Download

Use the link below to download a handy PDF version of this guide.

Backing Up Your Business: A Guide to Data Protection