How to back up data properly

What is a data backup, and what can it accomplish? Here's a breakdown of the types of backups, how and why to use them, and pitfalls to avoid.

How to back up data properly

What is a data backup, and what can it accomplish? Simply put, a data backup preserves one or more versions of your data and stores it in a safe place in case an incident prevents you from accessing the files on your network or device.

Backups are designed to protect your data and your business in cases of equipment failure, disaster recovery, and cyber attacks. In fact, a healthy data backup is a gamechanger if you’re attacked with ransomware: since you’ll be able to retrieve a clean copy of your data yourself, you won’t need to pay the ransom, and your business can continue as usual.

However, data backups aren’t foolproof — alarmingly, the data backup failure rate is reported to be around 58%. You’ll need to consider certain details to ensure your backups are clean, reliable, and accessible. Here, we break down those core backup concepts and how to create a backup strategy that you can count on.

Building a backup plan

A strong backup plan involves smart organization and the right cybersecurity software. The first rule is that automated backups are far more reliable than manual backups — but there are other elements to consider, too.

A smart storage procedure is crucial, and automating the process will relieve a lot of the burden while ensuring you’ve protected the most recent version of your data.

The 3-2-1 backup plan

The 3-2-1 strategy is a tried-and-tested approach to safeguarding data. It rests on the fact that more copies are better than one, but only if they’re stored in specific ways. Here’s a simple breakdown of the plan:

  • Make 3 copies of the data. You’ll need to store the file on three separate platforms, which are typically your own device, an external hard drive, and an online backup solution (like the cloud).
  • Store 2 copies onsite. Keeping a couple of backups onsite in two different places allows you to access your data quickly. If something happens to your computer, you’ve got the hard drive right there, and vice versa.
  • Store 1 copy offsite. Onsite backups that are kept physically close together can be vulnerable to theft, damage, or destruction (think a fire or flood). If you have another copy backed up offsite, it will stay safe no matter what happens in your office building.
The right software can deliver the automatic offsite backup you need to preserve your business data without lifting a finger.

A smart storage procedure is crucial, and automating the process will relieve a lot of the burden while ensuring you’ve protected the most recent version of your data.

Full backup vs. differential or incremental backup

Wondering what type of backup you should perform? There are a few differences to consider when making use of each technique.

A full backup is the simplest type of backup, as it copies every file to the destination. The downside to a full backup is that it can take a long time if you have a lot of files, plus it calls for more storage space. You may want to supplement with other backup techniques that can be completed in less time.

Enter the differential backup: this technique only copies files that have changed since the last full backup. An incremental backup is similar in that it only copies files since the last incremental backup. Neither technique is a replacement for a full backup — no matter what, you should periodically perform a full backup for safety.

When it comes time to restore the data, the various backups act differently:

  • A full backup simply copies all the files back again, and data is restored.
  • A differential backup requires the latest delta as well as the latest full backup to restore the data.
  • An incremental backup needs the latest full backup and every incremental backup done since then to restore the data.
Once you’re confident that your backups work, jot down the restoration procedure for you and your staff, so you can reference it easily when the time comes.

Data backup software

The right software can deliver the automatic offsite backup you need to preserve your business data without lifting a finger. But not all backup software solutions are created equal — you’ll want to look for these key elements:

  • Predictable backup intervals. Continuous backups ensure that recent changes are always safeguarded without having to check.
  • Version preservation. Overwriting all previous versions can inadvertently back up a corrupted version of the data; saving each version means you can always return to a good version.
  • Protected user credentials. Wherever your data is living, you want to control who can gain access. In a cyber attack scenario, protecting credentials with multi-factor authentication (MFA) limits potential damage to the backup.

Elpha Secure’s software automatically conducts full backups periodically, then it backs up files as they are changed (a continuous incremental backup). Since it saves each version, you’ll always be able to access a clean backup if you’re hit with a ransomware attack. Take a closer look at how our technology helps manage cyber risk.

4 data backup pitfalls to avoid

Having a backup system and process in place is the best way to avoid falling victim to ransomware and extortion, but it’s dangerous to assume you’re immediately protected. Be sure to dodge these four data backup pitfalls:

  1. Forgetting to test

Creating a backup is one step, but confirming it works is just as important. After all, if you never try to restore a file or application, how do you know that you can?

You may find, for instance, that your backups only work if you restore them to the very same computer from which they were backed up — that’s the sort of detail you’ll want to know beforehand.

Set yourself up for success in the future by ensuring you can restore more than a few files to more than one device; a small sample and one run-through isn’t enough. Once you’re confident that your backups work, jot down the restoration procedure for you and your staff, so you can reference it easily when the time comes.

2.  Neglecting to save your access credentials

Encrypting files and applying access credentials provides security if your software or cloud provider were to be hacked, which is important. A backup key offers an extra advantage: it ensures a hacker would never be able to delete the files, even if they managed to get a glimpse of them.

Using Elpha Secure’s data backup software will store your data safely offsite for you to recover whenever you need it, but because security is paramount, you must use your data backup key to unlock access to your files.

Once you install Elpha Secure software, we’ll send you your key (a unique code) via email, so all you have to do is save that email to retrieve the key if you need to restore a backup. Want to be extra cautious? Print out a hard copy of your key and keep it somewhere safe, just in case you’re not able to access your email.

3.  Allowing indiscriminate access

By limiting the number of people who can access (and delete) your backups, you’re limiting the potential points of vulnerability. Enforce multi-factor authentication (MFA) to ensure a secure connection and the Principle of Least Privilege (PoLP) to decrease the attack surface, making it difficult for any bad actor to squeeze through your defenses.

The ability to modify or delete existing files is an important responsibility, and one you’ll want to guard closely.

4.  Assuming there’s no chance of failure

You should have faith in your cybersecurity strategy, but it’s important to acknowledge that nothing is perfect — from devices to employees to cloud providers, errors can arise at any point in the chain.

For instance, your most important computer hardware could fail, an accident could take out all of your physical devices at once, or a cyber attack could strike your provider allowing a bad actor to gain access to your data.

It’s up to you to create and maintain a strong safety net by diversifying your data storage and using a strong software solution to manage your offsite backups. The good news is, the tools you need are right in front of you.

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