Data is the most important asset your business has. Despite this, it is often not treated as a priority. Backups are misunderstood, neglected, or dangerously misconfigured. The end result is a company that collapses at the first sign of trouble.
The truth is, effective backup strategies are essential. In an emergency, they could be the only thing standing between you and complete disaster. But if you don’t understand how to develop them, what do you do? How can you close the knowledge gap and protect your business?
The Impact of Data Loss
It is no exaggeration to say that data is the lifeblood of your business. It allows you to plan ahead, make sales, and position yourself among your peers. In an increasingly competitive market, information is your most powerful weapon.
Unfortunately, it is also incredibly fragile. Anything from a random outage to a devastating cyber-attack can erase years’ worth of data instantly. Before you even realise it’s in danger, it can all be gone. The consequences for your business can be disastrous:
Worse Decision-Making
Inaccurate or missing data undermines your business at the most important level: decision-making. Without the necessary information, leadership cannot develop effective strategies. Your business will lose the ability to move forwards, eventually falling behind the competition.
Downtime
When critical workflows lose access to vital data, the entire workforce can grind to a halt. Employees may be unable to process orders, serve clients, or complete reports. Even a few hours of this will disrupt operations and damage your reputation. The longer it continues, the more severe the long-term impact on client relationships will become. Enough downtime may cause them to walk away entirely.
Security and Compliance Concerns
Lost or stolen data is more than an operational setback. In the worst-case scenario, it can put you in danger of legal consequences. This is primarily due to the rise of increasingly strict data security laws across the world, designed to combat cyber threats. If you lose sensitive information as a result of poor practices, particularly as a result of a cyber-attack, you could be subject to severe penalties.
Financial Loss
All of these problems ultimately result in one thing: financial losses. Whether it’s the operational costs your business absorbs during extended periods of downtime, or reduced long-term profitability due to damaged trust, data loss will cost you. Depending on how severe the damage is, your business’ very survival could be on the line.
The Fatal Flaws With DIY Backup Strategies
Many businesses will think the solution to this problem is quite simple. They will backup a copy of their data onto a hard drive, or enable OneDrive on the company’s 365 subscription, and promptly forget all about it. They will assume that the backups have worked and the company’s data is protected.
To be frank, this is nowhere near good enough. There are several ways in which do-it-yourself (DIY) backup strategies commonly go wrong:
Neglect
Consider the aforementioned hard drive for a moment. Chances are, you yourself have taken this route after being reminded to backup your data. After the initial excitement and determination wore off, did you ever touch the hard drive again?
You most likely didn’t. In fact, you may have re-discovered it a year later, sitting forgotten at the back of a storage closet. If you plugged it in – assuming the information stored within has not decayed beyond recognition – it would no longer present an accurate representation of the data your business currently relies on. Too much time has passed.
This represents the single biggest issue with DIY backups – they are forgotten about almost immediately. Even if they can be used to successfully restore data, it is usually several years out-of-date.
Failure to Test
In addition to updating backups regularly, you must also remember to test them to ensure they remain recoverable during a crisis. Just last year Google Cloud accidentally wiped one company’s entire account, affecting half a million users. This, as a side note, is also the reason it is generally not recommended to rely on a single backup. It can lull businesses into a false sense of security, believing that their data is safe only for the backup to fail when it’s needed most.
Accidental Deletion
Even if your backups work as expected, there is always the possibility of accidental erasure. Traditional strategies such as hard drives are not immutable. One wrong click can wipe critical information in an instant, and you may not even realise this has happened until you attempt to restore it. This risk increases with the amount of time employees spend handling backups.
Why the DIY Approach Fails
There is one core reason for all of these issues: a lack of resources. The unfortunate truth is that data backups are not set-and-forget. This is an ongoing task that requires a significant amount of time and oversight. Most businesses, particularly those on the smaller side, just don’t have the resources to manage this properly. Existing IT staff are often stretched thin as is, and budgets do not allow for the number of additional employees necessary.
When businesses are not able to afford everything at once, tasks seen as non-essential are the first to slide down the priority list. This typically means everything that is not immediately necessary to keep operations running. Backups fall firmly into this category, resulting in neglect. Most businesses do not realise how essential they are until it is too late.
What Are Data Backup Services?
Data backup services are third-party experts who handle the entire process for you. They create, manage, update, and restore your backups, allowing your workforce to focus on normal business operations with confidence that, should you need it, a copy of your data is always available.
These services can be offered either through a managed service provider (MSP) or by a specialised backup expert. For reasons that will be explained shortly, the latter is typically the best option.
Why Backup Services Are Non-Negotiable
You should never rely on DIY backup solutions alone, due to the issues mentioned above. You might effectively control your backups for a few months, or even a year. But eventually, without the right support, you will slip. Employees will forget to update or test the backups, and your business will pay the price.
Here are just some of the benefits professional backup services can provide:
A More Resilient Business
Fires, floods, outages, glitches, and cyber threats can all throw your business into complete chaos at a moment’s notice. When the worst happens, you need to know that your safety net will catch you. Third-party backup experts use advanced solutions and security features that ensure no matter what happens, you can get back on track quickly and efficiently. This reduces downtime, minimises the impact of emergencies, and ultimately improves your business continuity.
Compliance Support
Secure data backups are considered an integral part of many compliance frameworks. Data backup services support compliance by ensuring that this requirement is met at all times. The paper trail created also allows you to demonstrate compliance activities when needed, simplifying audits and preventing penalties.
Higher Efficiency
When backups are managed by a professional, in-house employees are free to focus on their own tasks. IT staff in particular benefit from a lightened workload that allows them to address more pressing issues. Over time, this leads to increased efficiency and higher profitability.
Cost Savings
Hiring a third-party provider, surprisingly, is typically far more cost-effective than hiring and maintaining additional in-house staff. This is because external teams leverage economies of scale: they serve many clients for a lower price, in sharp contrast to internal employees who must make all their money from one job. Your business gains access to a full team of experts for a much lower price.
Why You Need Specialised Backup Services
Given that some MSPs also offer backup support, this raises the question: why choose a specialised backup service provider instead? After all, it may seem as though the MSP provides all the same benefits and more. But this isn’t quite true.
MSPs operate as a “Jack of all trades”. They present themselves as a one-stop shop for all things IT, offering everything from security services to digital transformations. While this might seem efficient, it actually results in the exact same issue that you experience when attempting to manage backups internally. By attempting to focus on everything, they stretch themselves too thin and nothing is done properly.
Backup specialists do not have this problem. They do one thing, and they do it very well. This focus allows them to develop a deeper understanding of their chosen field and provide much stronger services.
How Professionals Protect Your Data
But what, precisely, makes backup services so effective? How are third-party experts able to protect your data with more precision and efficiency than any other option available? Here are some ways they get the job done:
Cloud-Based Backup Services
Given this article just highlighted some instances where cloud-based backups go wrong, it may surprise you to hear that they are commonly used by service providers. But there is a reason. While cloud computer backup services are not infallible, they are still extremely useful.
Cloud backup services are off-premise, effectively making them immune to any disaster that specifically affects your business location. Even if the entire office burns to the ground, your cloud backups remain intact. And as long as you have an internet connection, you will be able to access them.
They are also cost-effective and scalable. Cloud computing backup services can be easily adjusted to match your precise needs at a given moment in time, eliminating waste and ensuring that every dollar spent contributes value. These attributes make it a useful tool in any backup expert’s arsenal.
Server Backup Services
Server backups are crucial, but difficult to secure. Because they are often connected to your main IT infrastructure, they are extremely vulnerable. Backup specialists employ unique measures to keep these systems safe, such as:
- Server backup services that don’t connect to the rest of your infrastructure, keeping it safe even when your business is compromised.
- Modern encryption standards (such as AES-256), both at rest and in transit.
- Systems that work both on-premises and in the cloud, to address your specific needs.
SaaS Backup
Software-as-a-Service (SaaS) platforms such as Google Workspace and Microsoft 365 offer a tantalising range of benefits, particularly for growing businesses. But these platforms also don’t have particularly strong backup procedures. This is where an expert comes in. They use proprietary solutions and daily monitoring to ensure that your SaaS backups don’t fail when you need them most.
Choosing the Right Backup Service Provider
With all that said, it is also essential to select the right backup specialist. Not all are created equal, and the wrong decision could do more harm than good. Here are some traits you should look for:
- Experience: The right backup service provider will have plenty of experience. Look for reviews, case studies, and testimonials that demonstrate a track record of success.
- Focus: Your provider should focus exclusively on backup services. This means they will not become distracted, and have the depth of knowledge necessary to effectively assist you.
- Personalisation: Don’t settle for “Experts” who provide the same generic solutions they obviously use for every client. Your IT infrastructure is unique, and your provider should take this into account. Choose a specialist who takes an active interest in learning about your business.
- Security: Cyber threats are one of the biggest causes of data loss, and many (like ransomware attacks) will actively seek out backups before striking. Security should be a major priority for any backup expert worth their salt. Look for Zero Trust architecture, advanced encryption, and a solid plan for protecting your data.
- Communication: The key ingredient in every successful partnership is solid communication. Choose a provider who answers questions quickly, communicates clearly, and offers full transparency.
- Support Levels: Check service level agreements (SLAs) to determine exactly how much support is on offer. Ensure that your provider will be a hands-on partner who actively engages with you to keep your data safe.
- Immutable Storage: All data should be stored in immutable backups, to reduce the risk of accidental or malicious deletion. Ask your provider how they ensure backups are not altered without authorisation.
- Local Support: Offshore IT services are cheaper, but lack the local knowledge needed to truly support you. Choose backup services located in Australia for the best results.
FAQs
Do I Really Need Extra Backups if I’m Already Using OneDrive/Google Drive?
Yes. These services are not perfect, and can fail. Many users have reported data loss while using OneDrive and Google Drive, mainly due to syncing errors or random glitches. As a rule, you should always keep multiple backups.
What is Immutable Storage?
“Immutable” means that once data has been placed into storage, it cannot be altered. This prevents accidental and malicious tampering, ensuring availability and accuracy of critical information.
How Often Should Data Be Backed Up and Tested?
Data should be backed up as often as possible – preferably hourly. Recovery procedures should be tested at least once a month or so, to make sure they work as intended.
Can a Backup Service Provider Work Around My Recovery Point Objective (RPO) and Recovery Time Objective (RTO)?
Yes. Data backup services will work to meet your desired RPO and RTO.
How Do Cloud Backup Service Pricing Models Work?
Cloud backup service pricing models vary based on many factors, including the complexity of your current IT environment, the exact solutions you require, and the provider’s own financial needs. Always ask for a quote if you’re uncertain.
I Use a Specific Cloud Platform. Can a Backup Specialist Work Around This?
Absolutely. Many providers offer specialised assistance in this area, such as AWS backup services or Azure cloud backup services. If you have questions about a specific provider, look at their website or get in touch directly.
Your Backups Aren’t Safe. Let’s Fix That.
Data loss is an unfortunate fact of life. The important thing is how quickly you can recover from it. Specialised backup services make sure that when the worst happens, your business can get back up to speed with minimal disruptions. It might take some time to find the right fit, but it is well worth it for the peace of mind.
At Cybersecure, we’ve made it our mission to help your business recover from emergencies faster and more effectively. For us, backup isn’t an afterthought – it’s our bread and butter. We know what we’re doing, and we have the technology behind us to ensure success. Discover our backup-as-a-service strategy today.