Data loss can happen to any business: a disk fails, someone deletes the wrong folder, ransomware encrypts the servers or the office floods. What keeps the business running in those moments is a backup strategy that was planned and tested in advance.
The 3-2-1 rule
- 3 copies: Keep at least three copies of the data, including the live one.
- 2 different media: Store copies on at least two types of storage (for example local storage and cloud).
- 1 copy off site: Keep at least one copy in a different physical location.
Because of ransomware, there is now an addition: at least one copy should be immutable or offline. Then even an attacker with admin rights cannot delete or encrypt it.
Two key targets: RPO and RTO
- RPO (recovery point objective): How much data loss can you accept? One hour for the accounting system, one day for the archive.
- RTO (recovery time objective): How quickly must the system be running again? Minutes for POS and booking systems, a day for internal reporting.
These targets drive backup frequency, method and budget.
What to back up
- Servers and databases (ERP, accounting, POS back office),
- File servers and shared folders,
- Microsoft 365 / Google Workspace data (email, OneDrive, SharePoint): cloud services alone are not a full backup,
- Websites and applications,
- Network device configurations.
An untested backup is not a backup
The most common problem is assuming backups exist and discovering they do not work when needed. Run sample file and system restores every quarter and a full disaster scenario exercise once a year.
What a disaster recovery plan needs
- Priority order of critical systems,
- Who does what, plus a contact list,
- Restore steps and the required credentials stored safely,
- An alternative way of working (for example a temporary server in the cloud),
- Communication to customers and partners.
As part of managed IT services, ujans designs backups, checks them daily, provides immutable cloud backup and runs regular restore tests.