Thinking of implementing a data backup plan? These days, everyone recognizes the importance of protecting important data, whether personal or business-related. However, the majority of SMEs don’t have a backup plan in place to protect their information. We’ve decided to tackle this hot topic and offer a brief look at how to create and implement a data backup plan.
What is a data backup plan?
A data backup plan is a set of strategies and procedures defined to protect and preserve an organization’s or individual’s digital data by copying it to a physical medium or online.
A backup plan typically includes guidelines detailing how often backups should be done, storage methods for backed-up data, recovery procedures in the event of data loss, and security measures to guarantee the integrity and confidentiality of backed-up information. It also indicates which data should be backed up, a selection of backup methods, details about when backup periods should take place and when to schedule regular backup restore tests to confirm the plan works.
Importance of having a data backup plan
Data backup plans help protect an organization’s or an individual’s important information from loss, corruption or unauthorized access. Data is often considered a company’s most valuable asset, and losing your data can have disastrous consequences, leading a business to temporarily halt operations, lose significant amounts of money, or even close.
An effective backup plan minimizes risk by keeping data available and intact to guarantee business continuity and preserve your reputation. Since cybersecurity threats are increasingly common, a robust backup plan can also be the last line of defense for recovering data in the event of a security incident.
1. Before drawing up a backup plan, identify which information you need to protect
To create and implement an effective data backup plan, you first need to take the time to identify which information you want to protect. Collect and classify all this information according to type: HTML and website images, website database, applications, video files, etc.
If you have a large amount of data, first determine which information is key to your operations and therefore of high priority. In other words, identify which data would have the greatest impact on your business if it were lost. At the same time, identify which data would need to be restored the most quickly following a problem. Once you’ve drawn up your list, you’ll need to verify that you have enough space to store your data. Backup solutions are more affordable than ever, and the most effective solution will be to backup all your data at once.
2. Choose a data backup method
There are numerous ways to back up your data. We’ve listed the 3 best-known below.
Incremental backup
With this method, only changes made since the last full backup are saved. This means faster, less storage-intensive backups. However, restoring data can be more complex with this method, as it requires recovery of the last full backup as well as all subsequent incremental backups.
Complete backup
This method consists of backing up all data at each backup cycle. Although a complete backup may require more storage space and time, it’s generally a simpler and faster choice if you anticipate restoring all your data at once.
Differential backup
Similar to incremental backup, this method can be used to back up all changes made since the last full backup. However, unlike incremental backup, it only backs up data modified since the last full backup. This makes it simpler to restore your data.
3. Define backup frequency and make a schedule
You can decide on the right backup frequency for your situation according to your RPO (Recovery Point Objective), which defines the amount of information you’re prepared to lose in the event of a problem. The shorter your RPO, the higher the cost of your backup solution. For example, if your RPO is one day, you will lose one day’s backup in the event of data loss.
Next, set a schedule for your backups. If your server(s) has a database that is frequently updated, modified and enhanced, you’ll probably want to make backups of this data set more often. For other types of data, like HTML files, you may want to leave more time between backups. Your schedule depends entirely on your needs. Keep in mind you can schedule several types of backups with different frequencies. It’s also worth considering automating the process to avoid human error.
In general, backups should be scheduled within certain periods – monthly, quarterly or even indefinitely. Find out what the best practices are for your industry. A company that specializes in providing managed IT services for businesses can help you make good decisions.
4. Choose where to store files
Next, decide where to store your backups. You can do local backups on a dedicated NAS using Veeam, or cloud backups using Acronis Cyber Protect. The important thing is to take advantage of a solution that improves your cybersecurity and allows you to retrieve all your data from that location or device, even if your main server or workstation is compromised. Cloud data backup is especially relevant to teleworking. It can also be a good idea to diversify your backup solutions. A well-known approach is the 3-2-1 rule: keep 3 hard copies of your data, 2 copies on media, and 1 off-site.
Once you’ve organized your files, created a backup schedule and chosen a backup location, it’s time to test and implement your plan.
5. Test your database backup and recovery plan
Test your backup plan to make sure it works. This can involve simulating various situations and evaluating how your information system responds, for example by analyzing the time needed to resume business operations. You can detect anomalies and correct them as needed. It’s a good idea to create a schedule of frequent tests so you can confirm that backups are being done and your data restoration strategy continues to be fully functional.
6. Choosing the right cloud service providers
Cloud backup is a popular choice for protecting data, but choosing the right provider is crucial. To make a good choice, compare offers based on types of backups, recovery service level, costs, scope of coverage, regulatory compliance, certifications, etc. For example, Groupe SL offers secure hosting on a dedicated private cloud, as well as an online backup service managed by Acronis Cyber Protect. This offer includes remote, on-site and emergency technical support, as well as proactive monitoring and maintenance of your infrastructures.
7. Document your data backup strategies
It’s a good idea to store your data storage plan where everyone can access it. Outline the objectives and scope of the backup plan, all people involved and their roles, backup practices, established processes, procedures for restoring data, and which tests should be conducted and when.
8. Regularly check your backup plan
Carry out regular tests and verifications to verify that your backup plan has no loopholes and is up to date with your company’s needs. It’s always preferable to improve the process proactively to prevent problems, and it may be a good idea to implement a regular IT security audit as well.
Who needs a data backup strategy?
Every organization, regardless of its size or type, should have a data backup strategy. This includes businesses, government organizations, educational institutions, non-profit organizations, and even individuals who store important data on their digital devices.
Data is a critical asset for most businesses and institutions, and losing or compromising the integrity of data can have serious consequences. To keep your data safe and accessible, and to keep operations up and running, all types of organizations should put an effective backup strategy in place.
Create and implement an appropriate data backup plan with Groupe SL
Backup plans don’t have to be complicated. In fact, the best plans are easy to implement, secure and flexible. Even when a backup plan involves thousands of devices and several terabytes of data, it can be put in place with an easy-to-use interface.
There are many possible data backup solutions, and the best choice will directly address your unique business needs. Data loss can be costly, but developing a data backup plan will help you preserve the stability, security and continuity of your organization in an ever-changing digital environment. To find out more, or to find a partner that specializes in technical support and IT outsourcing, contact Groupe SL.
