What would you do if tomorrow your entire data were to disappear?

While you might be able to recover from such an event, will it bring your business to a halt? Data is integral to every small business; from customer records and financial documents to communications files and product files. Unfortunately, data security often receives low priority.

According to FEMA's statistics, 40% of small businesses never reopen following a disaster and another 25% close within a year due to insufficient preparation. That's an astounding 65% failure rate due to insufficient planning. Luckily, you don't require an expensive IT team or large budget in order to protect your data from disasters; all it takes is the appropriate tools and strategy in place in order to create an effective backup plan that reduces downtime, giving you peace of mind.

This blog will offer practical, straightforward advice to safeguard the most vital aspect of your business: Your data.

How Critical are Regular Backups?

Let's be blunt: without regular backups, your business could collapse. Losing data due to hard drive failure, employee mistakes, or flood is devastating and must never happen.

Data loss doesn't only result from catastrophic events; everyday incidents like accidentally deleting files or clicking malicious links can also cause it. Cyberattacks on small businesses have increased significantly since 2001, according to TechNewsWorld; additionally, industries governed by compliance regulations (such as healthcare, finance or legal services ) face stiff penalties if they cannot produce secure backups during audits.

Simple Backup and Recovery Plans

Do you feel overwhelmed when it comes to protecting your data? Here are a few effective yet simple plans any small business can implement immediately to safeguard their files.

Be mindful of Your Storage Limits

It can be easy to assume your backups work until the unfortunate moment when they don't and you receive the message: "Backup Failed - Storage Full." Many small businesses quickly outgrow their capacity without even realizing it.

To avoid data disruption:

• Track how often and in what amounts you use your storage space.


• Set alerts so you're informed as soon as you approach your limit.


• Take regular steps to remove duplicate, old, and unused files.

Pro Tip: Expert advice suggests setting aside 20-30% of the space you use as backups; this buffer will ensure there is sufficient room in case unexpected file growth or emergency back-up needs arise.

Cloud services have revolutionized data protection for small businesses. Offering secure offsite storage options that keep your files safe even if an office moves, cloud services provide data protection that's hard to beat.

Cloud services that offer:

• Automatic and scheduled backup solutions exist.


• Provide access to all devices, version history and recovery tools


• Microsoft OneDrive, Google Workspace and Dropbox Business are popular solutions, while more robust solutions such as Acronis Backblaze and Carbonite may also be suitable.

Cloud backups provide protection from both physical and cyber threats.

Automate your backup schedule

Let's face it; manual backups are unreliable; people forget, mistakes happen and errors occur; automation can help.

• Daily Backup for Mission-Critical Information: (Wikipedia)


• Weekly update for large system files


• Archive of monthly publications.

Bonus tip
Backups should be run overnight so as to not interfere with employee productivity. Acronis Veeam and Windows Backup are two tools which offer automated scheduling capabilities and can run backups without interfering with employee productivity.

Test Your Recovery Plan

A backup plan's efficacy lies in its ability to recover from crises. Unfortunately, many businesses wait until a crisis hits before testing their backups, only to discover their files have become corrupt or incomplete during recovery attempts.

Carry out regular disaster recovery drills. This can provide valuable assistance:

• How soon can files be recovered?


• Discover where your backup system may be failing.


• Make sure that all key team members understand their respective roles on the team.

Recovery Point Objectives (RPOs) and Recovery Time Objectives (RTOs) are critical metrics. While RTO measures how quickly normal operations resume after disruption has taken place, RPO measures your acceptable data loss threshold. When conducting tests, make sure to define and measure both.

Local backup is your fastest option to ensure fast access

Cloud storage may provide powerful capabilities, but local storage gives you an edge in speed when it comes to transferring large files in an outage - external hard drives, USBs or NAS systems can help speed things along!

Local backups offer numerous advantages, such as:

• Rapid Recovery Times with Security Layer Two Access Control.


• Keep your drives in a fireproof safe or cabinet and rotate them regularly to reduce failure risk.

Your team should receive education Employees can either be your greatest threat or greatest asset when it comes to protecting data breaches; human error being one of the main contributors. Therefore, training is vital.

Each employee should be aware of:

• How to protect data? How to identify malicious attacks such as phishing or malware


• What to Do in an Emergency Data Situation (PDF)


• Conduct regular training sessions, use mock phishing emails as tests of awareness and post an emergency checklist in common areas.

Consider that empowered employees are more likely to make smart decisions and protect your data.

Maintain Multiple Backup Versions

It is always advisable to keep multiple versions of backups - for safety's sake - of data in case of malicious attacks, overwriting and corruption. Version control provides this protection.

Here are some best practices in version control:

• Keep at least three versions of every file for safety purposes.


• Take advantage of cloud services with versioning capabilities built-in (such as Dropbox or OneDrive).


• Take screenshots before making any major system modifications, just in case there are unexpected complications that might affect their operation.


• You can restore your data if it has been corrupted by malware, accidental modifications or corruption.

Monitor and Maintain Backup Systems

Backup systems don't just "run on their own", they require constant care and attention just like any piece of technology.

Develop a Maintenance Routine:

• Check backup logs regularly.


• Test for missing or inoperative backups to identify possible instances.


• Upgrade Your Backup Software Now

As soon as your hardware becomes worn-out, replace it immediately.

Appoint a "Data Guardian" to monitor and report. Regular maintenance will help avoid unpleasant surprises when your backups are most needed.

Consider a Hybrid Backup Strategy

Many small businesses employ hybrid backup strategies as part of their backup strategy to combine local and cloud backups, providing flexibility, redundancy and optimized performance. This approach has become an industry standard.

Advantages of hybrid backup strategies:

• Rapid recovery by local sources


• Offsite protection for major disasters


• Make use of backup sources in an appropriate manner

Automating daily and weekly backups on an external encrypted drive are effective solutions to ensure complete coverage from all angles.

What to Do in Case of Disaster

Disaster can strike even with the best plans in place, and being prepared is no guarantee against disaster. When disaster does strike - such as ransomware infection, fire in the office or someone deleting client files by accident - staying calm and taking control is the key to keeping data secure:

Asses the Damage

Take a step back and assess what was compromised - was it just one system, or was an entire server compromised? Knowing exactly which systems and data have been affected quickly allows for prioritizing recovery efforts, with priority going towards those most crucial systems first, to reduce further losses or damage.

Be Prepared

Preparedness pays off. Restore Your Data
To maximize downtime reduction, restore data according to a documented recovery plan and begin restoration as soon as automated or cloud-based systems can be restored; prioritise critical information over less vital systems to minimize downtime. Your recovery plan must be well-outlined and clear throughout this entire process for maximum effectiveness.

Communication Is of Utmost Importance

Communication is of utmost importance during any catastrophe. Inform key departments of what is going on - customer service, operations, IT - as soon as it occurs and assign tasks so everyone is aware of what they must do. Transparency and regular updates help reduce anxiety while keeping morale high, making the recovery process seamless without further strain or worry.

Document Everything Once the dust has settled, record everything that transpired - such as its cause, length of recovery time or any potential problems that arose - including postmortem reports to help improve disaster recovery plans by learning from this event.

Testing Your Recovery Plan

In order to ensure an effective recovery process, it is imperative that you conduct trials of your plan on a real world scale. In case of an incident, verify whether recovery procedures work quickly after they've been activated; simulation drills or periodic checks can help identify weak points so you can address them early enough in your plan.

Disaster-proofing your data should be prioritized, since its losses (measured in terms of lost revenue, reputational damage and regulatory fines) far outweigh preparation efforts. Establish cloud and local backups; automate recovery processes; educate employees; monitor storage usage; rotate hardware - everything necessary to make sure that your business remains fully protected if disaster strikes - set up cloud backups as well as local back-ups; automate your recovery processes; educate employees regarding how best to recover after data loss occurs - set up cloud/local backups/backups to protect itself; educate employees; monitor storage usage by monitoring storage usage by rotating hardware devices - your business will be well protected against natural disasters or cyberattacks or even accidental spilled coffee spillage - take proactive measures now before disaster strikes! Don't wait until after crisis strikes to take steps - action should be taken immediately to mitigate its potential...

Data disasters can happen at any time and it is crucial that you have custom backup solutions in place to ensure no downtime, instantaneous recovery and automated security when disaster strikes. When disaster hits, having the best solution available should not be an option but instead should become a necessity.

Contact us immediately before it's too late! For inquiries on how to fortify your business:📞 (404) 932-5940 or 📩info@nuwaveitc.com