A backup strategy that actually works when you need it

Backups only matter on the day you restore. Here is how we design backup and disaster recovery plans that hold up under pressure.

Almost every business has some form of backup. Far fewer have tried to restore everything at once, under pressure, with the clock running. That is the moment a backup strategy is really tested, and it is the moment to plan for.

A dependable approach is not complicated. It combines the right copies in the right places, clear rules for how long they are kept, and regular proof that recovery actually works.

Start with what you cannot lose

Before choosing any product, list the systems and data your business depends on and ask two questions for each: how much data could we afford to lose, and how long could we be without it?

• Finance and accounting records, including the software that reads them.
• Email, shared files and collaboration spaces.
• Line-of-business applications and their databases.
• Device configurations, licences and the documentation needed to rebuild them.

The answers shape everything else. A file share that changes once a day needs a very different plan from an order system that changes every minute.

The 3-2-1 approach, in plain terms

A widely used rule of thumb keeps you safe from most failures: keep three copies of important data, on two different types of storage, with one copy kept off-site.

• A local copy, such as a NAS in your office or server room, gives you fast restores for everyday mistakes.
• A cloud or off-site copy protects you from fire, theft and hardware failure in the building.
• An immutable or offline copy, which cannot be altered for a set period, protects you from ransomware that tries to encrypt backups too.

Cloud services need backing up too

It is a common assumption that data in Microsoft 365, Google Workspace or other cloud services is automatically backed up forever. In practice, these platforms protect their infrastructure, but deleted or overwritten items are only kept for a limited time. A dedicated backup of mailboxes, OneDrive and SharePoint closes that gap.

Test your restores

A backup you have never restored is a hope, not a plan. Schedule restore tests and treat them like fire drills.

• Restore individual files every month to confirm daily jobs are healthy.
• Restore a full server or virtual machine at least a few times a year and time how long it takes.
• Record the steps, the time taken and anything that went wrong, then fix it.

These tests turn guesses into real numbers you can share with leadership: how long recovery takes and how much data could be lost.

Write the recovery plan down

When something goes wrong, people need a short, clear document: who to call, which systems come back first, where credentials are kept and how to communicate with staff and customers. Keep a copy somewhere that does not depend on the systems that might be down.

Don't forget laptops and phones

Many important files live on laptops and mobile devices. Device management tools can enforce encryption, back up key folders to the cloud and wipe lost devices remotely, bringing them into the same protection as your servers.

How we help

We design backup and disaster recovery around your real priorities, set up on-site and cloud copies with immutable protection, and run scheduled restore tests so you know exactly how long recovery takes before you ever need it.