SME data backup

Data loss—whether it concerns customers, employees, or suppliers—can cause lasting and profound damage to your business processes. For this reason, it is essential to define a robust data backup concept and implement the most effective backup strategy for your company as early as possible. As the person responsible for IT, and especially as a managing director, storage management is your responsibility. In this article, you will not only learn everything you need to know to develop a suitable backup concept, but you will also find a practical data backup concept template and a sample backup plan (PDF download link below).

The Path to an Effective Backup Strategy

If you intend to implement a new backup strategy in your company, you must first address several key questions. It is crucial to determine which data should be stored, for how long, and what level of data loss would be acceptable. Begin by taking inventory and categorizing your data according to its relevance. You should also assess the potential financial and legal consequences of data loss and identify the most suitable storage media for your backup needs. The choice of storage solution depends primarily on the security classification of the data to be protected.

When selecting appropriate storage technology, consider factors such as the required retention period, the importance of visual readability, the need for data reproduction, the portability of the storage medium, and its physical space requirements. Additionally, evaluate the medium’s sensitivity to external influences and its underlying storage logic—whether it is file system-based or database-based—and how frequently data can be recorded, as well as the storage capacity. Naturally, the cost of the storage medium is also a decisive factor.

The potential costs of data loss must be weighed against the expenses associated with implementing a backup concept and storing the backup media. It is essential to select and secure an appropriate, safe location for your backups.

Conducting a cost-benefit analysis in advance is highly recommended. Follow this rule of thumb: Data and information of high value should be backed up on particularly secure—and therefore typically more expensive—storage media, while less critical data can be stored on media with average security at a lower cost. Furthermore, determine when and how often the relevant data must be available, and the maximum acceptable downtime, depending on how frequently the data is accessed.

Your data backup strategy must also clearly define the type of backup: Should you perform full, incremental, or differential backups? Additionally, establish how often the functionality of the backup media and the integrity and consistency of the data should be checked. Assign one or more responsible employees to implement and oversee the agreed processes. It is also their responsibility to stay informed about applicable legal regulations, as your backup strategy must comply with these requirements.

Dangers in the Absence of a Backup Strategy

Company data faces numerous threats. In the event of a system crash, sabotage, hacker attacks, or virus and worm infections, all data stored on your systems may be lost. Environmental hazards such as lightning strikes, fire, or flooding can also result in extensive information loss. To protect your business from operational paralysis due to such incidents, it is absolutely necessary to back up critical data at regular intervals—and to store these backups separately from the original data, safeguarding them as much as possible from the aforementioned risks. A thorough threat analysis can help you identify which data is most at risk and what types of damage are most likely. Proactive measures, such as encryption and firewall installations, can further enhance your data security.

Effective storage management and the definition of a suitable backup strategy have become decisive factors for business success. A company forced to halt or restrict operations due to significant data loss—even temporarily—risks losing the trust of customers, suppliers, and employees, as well as its competitive position. The financial losses resulting from such incidents can be substantial.

Documenting the Backup Strategy in a Backup Concept

Once you have answered all relevant questions regarding your company’s specific circumstances, weighed the alternatives, and balanced costs against benefits, it is vital to document your chosen strategy in a comprehensive backup concept.

Depending on the maximum downtimes you can tolerate, the available financial resources, and the frequency and volume of data changes, you will choose between full, differential, or incremental backup methods.

A full backup always saves the entire system—including all data, current software versions, and the operating system in its present state. In contrast, differential and incremental backups only record changes made since the last full backup. With a differential backup, all changes since the last full backup are saved, while an incremental backup stores each change separately until the next full backup is performed.

Langmeier Backup: A Solution for Every Company

Are you searching for backup solutions for your company? Langmeier Software offers a range of backup solutions tailored to your specific needs. Secure your data quickly and easily to an external hard drive, and take advantage of Langmeier’s software for RAID data backup, EDP backup copies, or Microsoft backup solutions. Whether you run a small business, a medium-sized company, or a large corporation, Langmeier will help you find the right backup solution to ensure your long-term success.

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