Do you know where your business’s critical data is stored—and how protected it really is?
Many small and medium-sized businesses (SMBs) don’t fully understand their data backup and recovery processes, often assuming their IT partner or service provider has everything covered. However, as businesses rely on multiple systems to manage operations, data becomes scattered across various environments. This makes it crucial for SMBs to take an active role in managing their data protection.
Relying solely on third-party providers can leave critical gaps in your backup strategy. SMBs should actively define, manage, and review their data protection strategies to safeguard against cyberattacks, system failures, or accidental deletions.
In this blog, we’ll walk you through key steps to create a robust backup and recovery strategy for your business.
1. Identify Where Critical Data Resides
The first step in protecting data is knowing where it’s stored. Data is no longer confined to company servers; it’s spread across cloud applications, email systems, local devices, and platforms like SharePoint, Google Drive, and CRMs.
SMBs should map out their data landscape to understand where critical information resides. Not all data requires the same level of backup, so identifying its location helps prioritize protection.
2. Understand Backup and Recovery Options
Backup and recovery options can vary greatly between platforms, making it essential to understand the specific needs of each system you rely on. Some platforms may require third-party backup solutions to ensure full protection.
For example, Microsoft 365 only recovers deleted emails and files for up to 30 days. If an employee deletes a file or a cyberattack encrypts data, businesses relying solely on default retention policies may find their data unrecoverable.
It’s also important to understand the recovery process—know who to contact, what recovery options are available, how long restoration takes, and whether backups are stored in multiple locations for redundancy.
3. Customize Backup Policies to Fit Your Business Needs
A one-size-fits-all approach doesn’t work for data backups. Not all data is equally critical. Financial records, customer databases, and compliance data often require more frequent backups and longer retention than general files like email archives.
SMBs should evaluate which systems and data are most crucial. Mission-critical data should be backed up more often and stored in multiple locations to ensure accessibility. Retention periods should align with business needs and compliance regulations, while backup accessibility should meet operational needs to avoid disruptions.
4. Regularly Review and Update Your Backup Strategy
Backup strategies should evolve as your business does. As new tools, platforms, and processes are introduced, new data sources may need protection. What worked a year ago may no longer be enough.
To stay protected, businesses should review backup and recovery plans annually, considering new systems, recovery time objectives, and retention policies. Regular monitoring and testing help identify vulnerabilities before they become critical, ensuring data stays secure and recoverable.
5. Work with a Trusted Technology Provider
Managing data across multiple platforms requires specialized expertise. Backing up servers alone isn’t enough—businesses need comprehensive backup strategies to protect their entire technology environment.
An experienced IT partner can assess risks, create tailored backup solutions, monitor performance, and ensure compliance with industry regulations.
At CBIZ CompuData, we offer backup and disaster recovery solutions designed to protect your SMB from unexpected disruptions. Whether you’re unsure if your current strategies are sufficient or want to develop a proactive approach, we’re here to help. Our team can assess your needs, implement tailored policies, and maintain a robust data protection strategy for the future.
Ready to secure your data? Reach out to CBIZ CompuData to learn how our backup strategies can protect your business.
