Without your business data, what happens to your operations? For most companies, they grind to a halt.
When that happens, the costs start to rack up.
The tricky thing is, data loss doesn’t give you any kind of pre-warning. It doesn’t knock politely – instead, someone clicks a dodgy link or your server goes down and data loss comes barging through the door like an uninvited guest.
If your data is regularly backed up and you have disaster recovery processes in place then technically you shouldn’t need to worry. There’s always going to be some tense moments, though, while you wonder if the last backup worked and if that important job you just finished up was part of it.
Which brings us to the question we get asked a lot at Smile IT – ‘How often should I backup my data?’ We’re going to break that down for you right now.
How Often Should You Back Up?
When it comes to data protection you want to be as safe as possible. Better to err on the side of caution then deal with the fallout of data loss. That said, different businesses will have different approaches to data backup regularity. Here are some key factors to consider when deciding on yours:
Your Data Changes
If your staff are constantly working on files, updating records, or generating reports, then you need to back up frequently. A business like an accounting firm or medical clinic will be producing critical data every hour.
In contrast, if your data only changes every few days or so (maybe you got a small workshop or you’re a sole trader) then the urgency might be lower and you could schedule daily.
Industry Compliance
Some industries have data retention or backup requirements built into legislation. If you’re in finance, legal, health or government contracting, you probably know exactly what we’re talking about. The backup frequency must comply with legal requirements in these and many other industries. We’re always happy to chat about your business and the legal frameworks it needs to operate within – give us a call on 1300 766 720.
The Cost of Downtime
Say you lost six hours of work – would that be a minor inconvenience or a big disaster? Some businesses bounce back easily after losing a day’s work. Others, like big mining corporations, struggle with just a few minutes of downtime.
If you know how much time you can afford to lose, you should understand how frequently you need to backup your data.
Your Backup Resources
With cloud-based backup systems readily available, it’s probably time to move on or at least add to your old portable hard drive backups. Your tech infrastructure and your budget will all come into play here.
What are the Backup Frequency Options?
Daily Backups
At a bare minimum, your data should be backed up once a day. If you get to work in the morning and everything has fallen apart overnight, at least you have yesterday’s backup to revert to.
Most businesses automate this with cloud platforms or a managed service provider like Smile IT. It saves time, maintains consistency and removes human error from the picture.
Real-Time or Hourly Backups
For some businesses, losing even an hour of data is catastrophic. Backups in real time or on an hourly basis is the go in these situations. These provide constant coverage, so your back is covered at all times of the day or night.
Long-Term Archives
Daily backups are great for short-term stuff. But what if you realise two weeks later that a file went missing? You need a monthly or quarterly archive from which you can retrieve it.
A larger archive like this is essential for pulling up old records or supplying to auditors.
Choosing the Right Backup Method
There are different types of backup to consider too, as well as the frequency of your backups. These are the main options:
Full Backups: Everything gets backed up. It’s simple but time-consuming. Weekly or monthly archives will need a full backup.
Incremental Backups: Only backs up what’s changed since the last backup. Great for daily or hourly backups. Saves time and storage.
Differential Backups: Backs up everything that’s changed since the last full backup. It’s a middle ground between the two. Using a combination of these helps you run frequent backups without burning through storage or slowing down your systems.
Automated Backups
Automations reduce the incidence of human error when it comes to your backups. At Smile IT, we help businesses set up automated backup solutions that fit their schedule, storage needs and security expectations. Letting your managed IT services provider take care of your data backups in this way is the ultimate ticket to peace of mind.
Many businesses fall into the trap of assuming their backup is working correctly because it’s automated. Unfortunately, backups do fail. We recommend regular testing of your backups and can help implement these for you. Regular testing reduces the risk of your backup not restoring properly. Backups aren’t set and forget – they need monitoring and checking if they’re to be at their most effective.
Let’s Talk Data Backups with Smile IT
Looking to improve your backup strategy or need guidance on how often to backup your data? The Smile IT team is here for you – you don’t need to figure this out on your own. Get in touch and we’ll help you put together a data backup strategy that’s reliable and efficient, aligning with your industry and your operations. Talk soon.
When he’s not writing tech articles or turning IT startups into established and consistent managed service providers, Peter Drummond can be found kitesurfing on the Gold Coast or hanging out with his family!