Backup basics for small businesses

Losing business data can cost you time, money, and trust. A solid backup plan doesn't have to be complicated. Here's what every small business should know.

Types of backups

Full backups copy everything. They're simple and easy to restore but take more time and space. Incremental and differential backups only copy what changed since the last run, so they're faster and use less storage. Many backup tools do a full backup weekly and incremental daily. For most small businesses, a mix of local backups (e.g. an external drive or NAS) and cloud backups gives you both speed and off-site safety.

The 3-2-1 rule

Keep 3 copies of important data: your live copy plus two backups. Use 2 different types of media (e.g. internal drive + external drive or cloud). Store 1 copy off-site (cloud or a drive you take off premises). That way a fire, theft, or ransomware that hits your office doesn't wipe everything.

What to avoid

Don't rely on a single backup or only on a drive that sits next to the computer. Don't skip testing: run a restore every so often so you know it works. Avoid backing up only to the same machine; if the device fails, the backup can be lost too. For businesses, skipping backups until "you have time" is one of the biggest risks. Set it up once and let it run automatically.

Bottom line

Back up regularly, keep at least one copy off-site, and test a restore occasionally. If you're not sure where to start or want help choosing tools and schedules, an IT provider can set up and monitor backups so you can focus on running the business.