Skip to main content

Why Backups Are Critical for Your Business: The Complete Guide - Rtek

Backups aren't just insurance. They're your best protection against data loss, computer failures and ransomware attacks. Learn how to do backups the right way.

Rtek January 10, 2025 5 min read
backups cybersecurity tips

Why Backups Are Critical for Your Business: The Complete Guide

“It won’t happen to me.” That’s what everyone says, until it happens. Data loss can destroy a business. Whether it’s a computer failure, a ransomware attack, or human error, your data is your most important asset.

In this guide we explain why backups matter so much, how to do them right, and what to do when you need to restore.

Why Are Backups So Important?

1. Computer Failures Happen

Any computer can fail:

  • A hard drive that burns out
  • A computer that’s stolen or broken
  • Water or fire damage
  • Power failures

The statistic: 93% of companies that lost their data for 10 days or more filed for bankruptcy within a year.

2. Ransomware Attacks

Ransomware attacks are an epidemic. Hackers encrypt all your files and demand payment to release them.

The good news: If you have an up-to-date backup, you can simply wipe everything and restore from the backup. No need to pay a ransom.

3. Human Error

We all make mistakes:

  • Deleting an important file by accident
  • Saving over the new file with an old one
  • Formatting a hard drive by accident

A good backup lets you go back in time and recover what was deleted.

Under Israel’s Privacy Protection Law, businesses are required to safeguard certain data. Backups help you meet the law’s requirements.

The Golden Rules of Backup

The 3-2-1 Rule

This is the most basic rule of backup:

  • 3 copies: the original + 2 backup copies
  • 2 types of media: for example, a hard drive + the cloud
  • 1 offsite: one copy needs to be somewhere else (in case of fire or theft)

Backup Frequency

The question: How much data are you willing to lose?

  • Daily backup: recommended for most businesses
  • Hourly backup: for businesses whose data changes constantly
  • Weekly backup: only if the data isn’t critical

Tip: Automatic backup is the key. If it isn’t automatic, it won’t happen.

Where to Back Up

1. Cloud Backup

Advantages:

  • Accessible from anywhere
  • Automatic
  • Protected against fire and theft
  • Usually inexpensive

Disadvantages:

  • Depends on the internet
  • Restores can be slow

Recommended services:

  • Google Drive / Google Workspace
  • Microsoft OneDrive / SharePoint
  • Dropbox Business
  • Backblaze (built for backups)

2. External Hard Drive

Advantages:

  • Fast to restore
  • Doesn’t depend on the internet
  • One-time cost (no monthly fee)

Disadvantages:

  • You have to remember to connect it
  • It can break or be stolen
  • It needs to be stored somewhere else

Tip: Buy two external hard drives and rotate between them. Keep one at the office and one at home.

3. A Professional Backup Server

Advantages:

  • The most secure
  • Continuous automatic backup
  • Professional support

Disadvantages:

  • More expensive
  • Requires professional installation

Recommended for: Businesses with a lot of data or high security requirements.

What to Back Up

Important Files

  • Documents (Word, Excel, PDF)
  • Photos and videos
  • Project files
  • Databases

Settings and Configurations

  • Contact lists
  • Software settings
  • Passwords (in a password manager)

What You Don’t Need to Back Up

  • Software (it can be reinstalled)
  • Temporary files (Temp files)
  • Cache files

Tip: Back up only what you can’t recreate. It saves space and time.

How to Restore from a Backup

Before You Restore

  1. Document the problem: What exactly happened? What was deleted?
  2. Don’t do anything: Don’t write to the hard drive, as that could erase data
  3. Get help: If you’re not sure, contact an expert

The Restore Process

  1. Identify the right backup: Find the last backup before the failure
  2. Check its integrity: Make sure the backup is healthy
  3. Restore: Restore the files you need
  4. Test: Make sure everything works

Tip: Test your backups from time to time. A backup that doesn’t work is the same as not backing up at all.

Action Plan: Start Today

Today

  • Identify your important files
  • Choose a backup method (cloud or hard drive)
  • Install backup software or set up automatic backup

This Week

  • Run your first backup
  • Check that the backup works (try restoring a file)
  • Set up an automatic daily backup

This Month

  • Check your backups once a week
  • Make sure you have a copy outside the office
  • Document the restore process

When Do You Need Professional Help?

If:

  • You have a lot of data (more than 500GB)
  • You’re not sure what to back up
  • You need continuous (real-time) backup
  • You’ve already had a failure and need to restore

Then it’s worth considering professional backup services.

Summary

Backups aren’t optional. They’re critical. Every business needs automatic, up-to-date, secure backup.

Remember:

  • An untested backup = no backup
  • One backup = no backup (you need at least 2)
  • A backup only at the office = no backup (you need one outside the office too)

Need help? At Rtek we provide professional backup services for businesses. There’s a full breakdown of backup types in our backup guide. Contact us for a free consultation.