Businesses that have yet to suffer from data loss are very lucky. Did you know that 32% of companies that use a cloud based backup solution still have suffered from data loss? Even businesses that currently use a cloud-based backup solution should be performing some backup tasks on their own, so that data can be readily available should the system go down or a user accidentally delete the data.
The most common reason for data loss is an end-user accidentally deleting the information. But, data loss can come in many different forms. People make mistakes, and the only way to keep yourself safe is to have backup safeguards in place and provide your employees with proper training. There are several best practices that all businesses should keep in mind as they look for data backup solutions.
Use Simple USB or Network-Based Hardware Backups
Although most small businesses don’t have the budget or training to install their own server farm for backups, there are some small steps that you can take. Many small businesses opt to use a small external USB hard drive, or a hard drive that is connected to the network. This simple solution means that your business has the tools on hand to safeguard against data loss. However, it is important to remember that most data loss happens because of human error, so the best method for protecting your business is data loss prevention training for your employees.
Delegate Backup Duties
Expecting your employees to handle their own backups is risky business to say the least. The fact of the matter is that employees without technical training often don’t understand what backing up your data means, let alone why it matters so much. Instead, you should have an IT employee or delegated employee with technical know-how handle the backups. That way you can be certain that they are completed, and can further provide training to the employee that is performing the backups. By delegating duties to a single person or a small team, you greatly reduce the chances of errors and incidental data loss.
In theory, you should be backing up your data on a day-to-day basis. Any loss of data is extremely bad for a small business. But, that may not always be possible for teams with limited resources. Schedule a day to back up your data at least once a week. Additionally, connect your important files to simple cloud based solutions that keep everything backed up on the fly.
Many businesses employ the 3-2-1 rule. This rule states that all data should have at least 3 copies, stored on 2 different drives, with at least one of those drives being stored off-site.
The frequency in which you back up your data depends entirely on your business. How much risk does the last week of data going miss truly pose to your business? The only way to evaluate how often your small business should be backing up your data is to assess risk.
Where you choose to store your data will depend heavily on your business, policies and company size. There are many online backup solutions, most targeted toward small businesses. Some online storage solutions may cater to companies that use a specific type of software or system. Physical backups should be stored out of the way, in organized fashion, at room temperature.
If you would like help implementing data backup best practices in your own business, please do not hesitate to contact us today. We’ll schedule your initial consultation and go over how we can help your business keep your data safe through simple and effective backup policies.