In today’s data-driven world, losing one piece of data vital to your organization could mean disaster. Losing a complete project or something even more significant could cost time, customers, or your reputation. You probably have numerous security measures in place to protect against such an event. However, you must also back up your data in case of anything from a natural disaster to cybercrime. Backing up data takes time and resources, which increase as your company grows. So how often is best to create a backup, to minimize downtime but keep your records complete?
What Backing Up Data Is and Is Not
Contrary to popular belief, a data backup isn’t the same thing as using cloud storage. There are similarities between the two, but they also do different things. Both ensure that your data is safe in case of an emergency. Network backups can be done on any schedule and in a variety of different ways, whether it’s storing data on a flash drive or an external hard drive. Cloud storage tends to update on a specific schedule. When it comes to backing up your data, it may be best to create your own network backup schedule, to guarantee that critical data is up-to-date and nothing falls through the cracks.
Your Data Backup Schedule
According to Schofield’s Second Law of Computing, data doesn’t exist unless you have two copies. Jack Schofield’s guidelines are great, but left out one important thing: how often should you backup these copies? Use historical data to analyze how often new critical data is created. If you’re generating crucial business data multiple times daily, back up accordingly. In some cases, it is best to have everything backed up at all times. Usually, incremental or continuous backups (whenever changes are made) will suffice for most businesses’ needs.
If you prefer the hands-free approach, many online backup services automatically scan your computer and upload new and important files. No matter which type of service you use, a regular schedule is essential for every business.
When Data Needs to be Backed Up
After you’ve decided to start backing up your network, you’re going to have to figure out what data needs to be backed up, how much space you’ll need, and when to run the backups. Network World recommends looking at the data you currently use as a guideline for what you should and shouldn’t back up. You will also need to consider that backups can slow down your entire network of computers. If you only need to back up once daily, after hours is the ideal time to do so. If you are open 24 hours or require more frequent backups, consider continuous and incremental backups, perhaps during routine slow or down times. At the minimum, the ISACA recommends at least a daily backup.
How Long to Keep Data
If there is a program you often use, make sure that the specific program is part of your back up protection. Old emails and correspondence are generally considered much less important. A good rule of thumb is if it’s more than five years old, it isn’t as important and doesn’t need to be backed up and protected. However, these rules and generalities may not entirely apply to you or your organization. Let your data tell you what is essential to back up and how often. Check out the data backup solutions we offer.
Upsides and Downsides to Network Back Ups
As with any decision you make with your business, there’s going to be an upside and downside. The upside to network backups is having your most important data at your fingertips, even if something terrible happens. For any size business, there are plenty of storage options that will suit your organization. But consider the downsides as well. For instance, the more software updates a program requires, the more space it’s going to take up on your chosen storage system. With data encryption in some data backups, a password is needed to unlock the encryption and access your data. Encryption itself is a good thing, as it can keep your data from falling into the wrong hands, but if the passwords or codes are forgotten, there’s no way to access the data. Keep that in mind when you’re trying to decide what kind of data backup is best for you.
The next time disaster strikes or a surprise weather event happens, you could be living in fear of losing important data. Or, you could rest easy, knowing that your most recent important data is backed up on a timely schedule and you have nothing to worry about.
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