What Is the Best Way to Backup Business Data?
October 31, 2024
There’s a special kind of dread that comes when you search your device for a vital document, but it’s nowhere to be found. It’s a little like that moment when you realise you left your phone at the restaurant—except this time, it’s your entire business at stake. So, while backing up data might not be the most thrilling topic, it’s worth getting right.
In this guide, we’ll walk you through everything from basic backup principles to advanced strategies that would make even the most paranoid IT manager nod in approval. You’ll discover the tried-and-true 3-2-1 backup rule, explore the pros and cons of cloud services versus local storage, and learn how to automate your backup processes so thoroughly that even your most forgetful employee couldn’t mess it up if they tried.
By the time you finish reading, you’ll understand how to create a bulletproof backup strategy without requiring a degree in computer science. You’ll know exactly what tools and approaches are best suited to your specific needs, and how to implement them effectively. Most importantly, you’ll know how to create an automated backup system that protects your business against everything from human error to natural disasters.
Why You Need a Bulletproof Backup Plan for Your Business Data
Skip Ahead: Already convinced about the importance of backups? Jump straight to the practical steps below. But if you’re wondering why we’re making such a fuss about this, read on for some sobering statistics.
Every piece of business data tells a story—from the customer details that power your sales to the financial records that keep your accountant happy. This digital paper trail isn’t just nice to have—it’s the backbone of your business operations. And like any backbone, you really notice when something goes wrong with it.
The statistics paint a rather sobering picture. The Office of the Australian Information Commissioner (OAIC) reported 483 data breaches between July and December 2023—a 19% jump from the previous six months. Even more concerning? Two-thirds of these breaches came from malicious attacks. In other words, there are more people trying to access your data on any given morning than the office coffee machine.
The Australian Prudential Regulation Authority (APRA) isn’t taking this lightly, either. They’ve made it clear that proper data backup is as essential as having locks on your doors. With cyber threats evolving faster than smartphone models, your backup strategy needs to be comprehensive, tested, and ready to spring into action at a moment’s notice.
The 3-2-1 Backup Rule: Simple but Effective
The most reliable approach to data backup follows the 3-2-1 rule:
- Keep 3 copies of your data
- Store them on 2 different types of media
- Keep 1 copy off-site
This isn’t just some arbitrary number sequence invented by bored IT professionals. It’s a time-tested strategy that protects against various failure scenarios, from hardware malfunctions to natural disasters. Think of it as a safety net for your safety net’s safety net.
Cloud Backup: Your Key to Off-site Storage
Cloud backup services have evolved from simple storage solutions into sophisticated data protection powerhouses. They’re like having a security guard who watches all your data from multiple locations, never sleeps, and knows exactly where everything is. That’s already pretty impressive, but cloud storage has even more to offer than that. Here are a few of our favourite highlights:
- Automatic backups (because we all know manual backups are like New Year’s resolutions—great in theory, rarely followed through on)
- Version control (like having a time machine for your data that’s constantly running, requires no maintenance, and can transport your files back to any moment you choose)
- Enhanced security features, including end-to-end encryption and multifactor authentication (MFA)
- Accessibility from anywhere (whether you’re in the office, at home, or trying to fix an emergency from a chalet in Switzerland)
- Scalability as your business grows (no need to buy new hardware every time your data needs expand)
- Backups stored securely across multiple data centres
How to Choose a Cloud Services Provider
Here are the factors to consider when contacting and comparing cloud service providers:
- Storage capacity needs (and how they might grow)
- Upload and download speeds (including throttling policies)
- Security protocols (look for SOC certification and end-to-end encryption)
- Compliance requirements (especially important for healthcare, finance, and legal sectors)
- Cost per user or storage unit (watch out for hidden fees or sudden price jumps after the first year)
- Recovery time objectives (how quickly can you get your data back when needed)
- File size limits (some providers throttle large file transfers)
- Retention policies (how long they keep deleted files and old versions)
- Geographic data centre locations (important for compliance and access speed)
- Support availability (because problems never occur during convenient business hours)
Pro tip: Pay special attention to upload speeds and user interface—these seemingly minor factors can make a huge difference in day-to-day use.
Looking for expert guidance on your cloud backup strategy? Invotec’s cloud services team can help you navigate these considerations and design a backup solution tailored to your business needs. Contact us for a free consultation and let’s ensure your data is protected, accessible, and secure.
Local Backup: The Next Important Piece in the Puzzle
While cloud storage is crucial (and convenient), local data backup still has its place. Network-attached storage (NAS) devices offer quick access to data without internet dependency. They’re particularly useful for:
- Large file transfers
- Quick recovery of recent files
- Working with bandwidth-heavy data
- Maintaining complete control over your data
If you want the aforementioned safety net for your safety net, it’s worth implementing both cloud and local backup solutions.
Automating Data Backup (So It Actually Gets Done)
The best backup system is one that requires minimal human intervention. Our brains are remarkably good at forgetting repetitive tasks, especially those that don’t provide immediate gratification. Automated backup solutions ensure consistency and eliminate “I’ll do it tomorrow” syndrome.
Set up automated backups to run:
- During off-peak hours to minimise disruption
- Frequently enough to capture important changes
- With clear notification systems for failures
- With regular testing procedures to ensure they run without a hitch
The Vital Data Backup Step Everyone Forgets: Testing
Having backups is good. Knowing they actually work is better. Regular testing of your backup system might seem paranoid, but it’s the only way to ensure your safety net hasn’t developed critical holes.
Here’s how to run your quarterly testing procedures:
- Restore random files from backups
- Verify data integrity
- Test your recovery procedures
- Document recovery times
- Update your procedures based on results
Every IT professional has a story about perfectly maintained backups that turned out to be corrupt when needed. Don’t let your business become another statistic, or worse yet, a cautionary tale.
Security Considerations When Backing Up Business Data
Your backup is only as good as its security. So make sure you’re encrypting sensitive data both in transit and at rest. This applies to your cloud and local backups. Modern encryption standards make it practically impossible for unauthorised users to access your data, even if they somehow obtain your backup files.
Consider these security measures:
- End-to-end encryption
- Two-factor authentication
- Regular security audits
- Access controls and monitoring
- Physical security for local backup devices
Want to test your current backup procedures and your IT security in general? Invotec can help. Our IT experts can arrange a security audit and risk assessment, giving you peace of mind that your data and systems are safe.
Data Retention and Compliance: Know Your Obligations
Australian businesses face specific regulatory requirements for data retention and protection. The Privacy Act 1988 and its Australian Privacy Principles (APPs) form the backbone of data protection obligations, while industry-specific regulations add extra layers of compliance needs.
Key Australian Regulations by Industry:
- Healthcare: Must comply with My Health Records Act 2012 and retain health records for minimum periods set by state legislation (7 years in most states, longer for minors)
- Financial Services: Bound by APRA standards and must retain records for 7 years under the Corporations Act 2001
- Legal Practices: Required to maintain client records for 7 years after matter completion
- Tax-Related Documents: ATO requires 5-year retention from lodgment date
- Employee Records: Fair Work Act mandates 7-year retention after employment ends
- Consumer Data: Subject to Consumer Data Right (CDR) regulations for specific industries
When designing your backup strategy, create clear policies that address:
- Retention Periods: Define specific timeframes for different data types, aligned with regulatory requirements and business needs
- Data Classification: Categorise data based on sensitivity and compliance requirements:
- Critical (customer financial data, health records)
- Confidential (employee information, business strategies)
- Internal (operational documents, internal communications)
- Public (marketing materials, public announcements)
- Disposal Procedures: Implement secure deletion methods that comply with Privacy Act requirements for data destruction
- Access Logs: Maintain detailed records of who accessed what data and when, with special attention to sensitive information
- Audit Trails: Document all changes to data, including backups and restorations
- Data Sovereignty: Consider requirements for keeping data within Australian borders (particularly relevant for government contracts and sensitive industries)
Pro tip: Consider creating a compliance calendar that tracks key dates for records retention and scheduled reviews of your backup procedures. The fines for non-compliance can make that “expensive” backup solution suddenly look very reasonable.
The Final Element: Humans
While eidetic memory (aka photographic memory) is a thing, most people rarely think of humans when establishing a data backup strategy. However, this can be a huge mistake. Yes, it’s technology that will be doing all the work of storing your data. However, this is only part of the equation. You and your team are the ones who’ll be retrieving and interacting with the data. So, you need to understand:
- What data gets backed up
- How to access backups when needed
- The importance of following backup procedures
- Everyone’s role in maintaining data security
- Emergency recovery procedures
To master the human element, create clear documentation and training materials. Make them accessible, as succinct as possible, and actually readable (unlike those terms and conditions we all pretend to read).
Bringing It All Together
The best backup strategy is comprehensive yet simple enough to maintain consistently. It should protect your data without becoming a burden on daily operations. Regular reviews and updates should be quick and easy to perform, ensuring your backup strategy continues to meet your needs as your business evolves. It might not be the most exciting aspect of your business, but it is your insurance policy against digital disasters. So, take the time to get it right. If you need help, Invotec’s IT experts are only ever a phone call away.
Book a FREE Consultation
When you choose Invotec, we want you to feel 100% confident. That’s why we offer a free consultation for all schools, to see if we’re a perfect fit. Request your free consultation today and take the first step towards better IT Support.