Most small businesses can survive a slow month, but few survive losing their customer records, accounts and files with no way to recover them. A good backup is the cheapest insurance you can buy. This guide explains the 3-2-1 rule and how to apply it.
The 3-2-1 rule
- 3 copies of your data: the original and two backups.
- 2 different types of storage, for example your computer and an external drive or cloud service.
- 1 copy off-site, so a fire, theft or flood at your premises cannot destroy everything.
What to back up
- Documents, spreadsheets and customer files
- Accounting data and invoices
- Email and calendars
- Your website, including the database
- Settings for key software and licence records
Cloud storage is not the same as a backup
Sync services such as shared drives mirror your files, including accidental deletions and ransomware-encrypted files. A true backup keeps older versions you can restore from. Check that your provider offers version history and a recovery window.
Protect backups from ransomware
- Keep at least one backup disconnected or immutable, so it cannot be changed or deleted by malware.
- Use multi-factor authentication on backup and cloud accounts.
- Keep operating systems and software updated.
Test your restores
A backup you have never restored is a hope, not a plan. Every few months, restore a few files and one full system to confirm it works, and note how long it takes.
Data protection and backups
Backups containing customer personal data fall under UK GDPR. Encrypt them, restrict who can access them, and delete old backups when you no longer need them.
A simple setup for a small team
- Enable automatic backups for each computer to an external drive or a managed backup service.
- Add an off-site cloud backup with version history.
- Back up your website and email separately.
- Put a restore test in your calendar every quarter.
Frequently asked questions
How often should I back up?
Daily for active business data. Choose a frequency based on how much work you could afford to redo.
Is a USB drive enough?
It is a useful second copy, but it is vulnerable to theft, damage and ransomware if left connected. Add an off-site copy.
Can you set this up for me?
Yes. We set up and test backups for UK small businesses, see our services or contact us.
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