Data loss rarely announces itself. A failed disk, an accidental deletion, ransomware or a misconfigured update can remove years of records in minutes. A backup strategy is only proven when you can restore from it.
Decide what matters
List the information the organisation cannot afford to lose: databases, documents, email, configuration and source code. For each, decide two things:
- How much data could you afford to lose? An hour, a day, a week?
- How quickly must it be available again? Minutes, hours or days?
These answers set how often you back up and how quickly you must be able to restore.
Follow the 3-2-1 principle
A widely used rule of thumb is to keep:
- 3 copies of important data,
- on 2 different types of storage,
- with 1 copy stored off-site or in a separate cloud account.
Separation matters. A backup on the same server, or in the same account as the original, can be lost in the same incident.
Protect backups from ransomware
Ransomware often targets backups too. Keep at least one copy that cannot be changed or deleted for a period, sometimes called immutable storage, and restrict who can access backup systems.
Encrypt and control access
Backups contain the same sensitive information as live systems. Encrypt them, protect the keys and limit access to the people who need it.
Test restores regularly
Schedule restore tests, such as restoring a database to a test environment each quarter. Record how long it took and any problems found. An untested backup is an assumption, not a plan.
Write a short recovery plan
Document who does what if systems fail: who decides to invoke recovery, where backups are, how to restore each system and how to communicate with staff and customers. Keep a copy somewhere accessible even if your main systems are down.
Monitor backup jobs
Backups fail quietly. Set alerts for failed or missing backup jobs and review backup reports regularly.
Remember software-as-a-service data
Data in online services is not automatically protected against every risk. Check what each provider backs up, for how long and whether you can restore individual items. Export or back up critical data where the provider’s protection is not enough.
