A Data Backup Solution You Can Restore From When It Matters
Hardware fails, files get deleted and ransomware locks systems. A planned backup keeps extra copies of your important data in safe places, and regular restore tests prove they work.
What is a data backup solution and how should a small business back up its data?
A data backup solution makes automatic copies of business data, such as files, accounts, email, websites and servers, and stores them in separate safe places so you can restore them after a deletion, hardware failure or ransomware attack. A good plan follows the 3-2-1 rule, keeps at least one offline or locked copy, and tests restores regularly.
Key takeaways
- Backups protect against deletion, hardware failure, theft and ransomware.
- Follow the 3-2-1 rule: three copies, two types of storage, one offsite.
- Keep at least one copy that ransomware cannot change.
- Back up files, Tally or ERP data, email, websites and servers.
- A backup is only proven when a restore test works.
- Cost depends on data size, number of devices and retention period.
What is a data backup solution?
A data backup solution is a planned system that copies your business data on a schedule and keeps those copies safe, so you can get the data back when something goes wrong.
Many businesses think they have backups because files are in a shared folder or synced to the cloud. Sync is not backup. If a file is deleted or encrypted by ransomware, sync often copies that damage everywhere.
A real backup keeps older versions, stores copies away from the main system and is checked regularly. Our solution covers all three.
What can go wrong without a backup?
Without a backup, a single event can stop your business for days or wipe years of records. These are the most common causes of data loss we see.
| Risk | Example | How backup helps |
|---|---|---|
| Hardware failure | Hard disk or server stops working | Restore to a new device |
| Human error | Staff delete a folder or overwrite a file | Restore an older version |
| Ransomware | Files are encrypted and a ransom is demanded | Restore from a clean, locked copy |
| Theft or loss | Laptop stolen from car or office | Data is safe in another copy |
| Fire, flood or power damage | Office equipment damaged | Offsite copy is not affected |
| Website hack | Site defaced or files infected | Restore a clean site backup |
| Software update failure | Accounting data corrupted after an update | Restore last good copy |
For guidance on current cyber threats in India, CERT-In shares advisories at https://www.cert-in.org.in/.
What is the 3-2-1 backup rule?
The 3-2-1 rule means keeping three copies of your data, on two different types of storage, with one copy offsite. It is a simple, widely used standard for safe backups.
- Three copies: the original data plus two backups
- Two different storage types, for example a local backup drive and cloud storage
- One copy offsite, away from your office, so a fire or theft does not take everything
Add one more layer for ransomware
Modern attacks try to delete or encrypt backups too. So we also keep at least one copy that is offline or immutable, which means it cannot be changed or deleted for a set time, even by an admin account.
What does our data backup solution cover?
We back up the data your business cannot run without: files, accounting data, email, websites, servers and key cloud apps.
Office computers
Important folders on desktops and laptops, backed up on a schedule.
File servers and NAS
Shared office folders with versioning and offsite copies.
Tally and ERP data
Daily backup of company data, with copies kept outside the office.
Backup of Google Workspace or Microsoft 365 mailboxes. See our email hosting solution.
Websites
Files and databases of WordPress, WooCommerce and custom sites.
Cloud servers
Snapshots and file backups for cloud servers and databases.
Cloud drives
Backups of shared drives in case of mass deletion.
Monitoring and reports
Alerts for failed backups and a simple monthly status report.
If your files are not yet organised, start with our document management solution, then back up the clean structure.
How do we set up a backup system?
We follow a clear process: find what matters, decide how often to back it up, set up the tools, then prove it works with a restore test.
- 1
List critical data
We list systems and data, and ask what would hurt most if it were lost.
- 2
Set recovery targets
We agree how much data you can afford to lose and how fast you need it back.
- 3
Choose tools and storage
We pick backup software, local storage and cloud storage that fit your size and budget.
- 4
Configure schedules
We set daily, hourly or weekly jobs, versions and retention periods.
- 5
Protect the backups
We encrypt backups, limit access and keep a locked or offline copy.
- 6
Test restore
We restore sample files and a full system or site to prove it works.
- 7
Monitor
Failed jobs raise alerts. We review and report regularly.
Local backup vs cloud backup: which is better?
You need both. Local backup gives fast restores; cloud backup protects against theft, fire and site-wide problems.
| Point | Local backup (drive or NAS) | Cloud backup |
|---|---|---|
| Restore speed | Fast for large data | Depends on internet speed |
| Protection from fire or theft | Low, if kept in the same office | High, stored offsite |
| Running cost | One-time hardware, plus replacement | Monthly or yearly storage fee |
| Ransomware risk | Higher if always connected | Lower with versioning or immutable storage |
| Best use | Quick daily restores | Disaster recovery and offsite copy |
Our cloud solutions page covers storage and server options in more detail.
How often should a business back up its data?
Back up as often as the data changes and as much as you can afford to lose. For most offices, daily backups are the minimum, and busy systems need more.
| Data | Suggested frequency |
|---|---|
| Accounting and ERP | Daily, with extra copy after key closings |
| Shared office files | Daily, with versions kept for weeks or months |
| Ecommerce website and orders | Daily or more often on busy stores |
| Business email | Daily |
| Servers | Daily file backup, plus snapshots before major changes |
| Laptops of key staff | Daily when connected |
Retention matters too. Keeping only yesterday's copy is risky because some problems are noticed late. A mix of daily, weekly and monthly copies gives you more points to go back to.
What affects the cost of a backup solution?
Cost depends on how much data you have, how many devices and systems need backup, how long you keep copies and how fast you need restores. We share a clear quote after a free call.
- Total data size and how fast it grows
- Number of computers, servers, mailboxes and websites
- Retention period for old versions
- Local hardware like NAS or backup drives
- Cloud storage plan and region
- Monitoring, restore tests and support level
Storage fees go to the cloud provider. Hardware is billed at actual cost. Our set-up and monitoring are shown separately on a GST invoice.
Backup mistakes to avoid
The biggest mistake is never testing a restore. Many businesses find out their backups were broken only on the day they need them.
Do this
- Test a restore every month or quarter
- Keep one copy offline or locked
- Encrypt backups and protect the passwords
- Get alerts for failed backup jobs
- Write a short recovery guide
Avoid this
- Treating sync tools as your only backup
- Keeping the only backup drive plugged in all the time
- Storing backup passwords on the same server
- Backing up only once a week for busy systems
- Forgetting websites and email
For websites, our website maintenance solution includes regular backups and update checks. For wider IT support, see our IT solutions.
Related Pages
Cloud Solutions
Move files, email and business software to safe, managed cloud set-ups.
IT Solutions
Domains, email, hosting, security and backups set up and looked after.
Document Management
Store, find and share business files safely, with access control and version history.
Website Maintenance
Monthly updates, backups, security checks and small changes for your website.
Frequently Asked Questions
How much does a data backup solution cost for a small business?
Cost depends on data size, number of devices and systems, retention period, local hardware and cloud storage. A small office with a few computers and Tally data costs far less than a business with servers and large file shares. Storage and hardware are billed at actual cost and our set-up is quoted separately after a free call.
Is Google Drive or OneDrive enough as a backup?
Not on its own. Drive and OneDrive are mainly sync and sharing tools. If files are deleted or encrypted, the change can sync everywhere. They do keep some version history and a recycle bin for a limited time, but a separate backup with longer retention and a locked copy is safer for important business data.
How do I back up Tally data safely?
Use Tally's backup option or scheduled backup software to copy company data daily. Keep one copy on a separate drive and one copy offsite or in the cloud. Do not keep the only copy on the same computer. Test restoring the backup on another system from time to time to make sure it opens correctly.
Can backups protect us from ransomware?
Yes, if they are designed for it. Ransomware often tries to encrypt or delete backups too, so at least one copy must be offline or immutable, which means it cannot be changed for a set period. With a clean backup, you can wipe infected systems and restore data without paying a ransom.
How long does it take to restore data from backup?
It depends on the amount of data, where the backup is stored and your internet speed. Single files can be restored in minutes. A full server or large file share may take hours, especially from the cloud. We plan local copies for fast restores and agree recovery time targets with you in advance.
How long should we keep old backups?
Keep enough history to go back past problems that are noticed late. A common pattern is daily copies for a few weeks, weekly copies for a few months and monthly copies for a year or more. Accounting and legal records may need to be kept longer as per tax and company law rules, so check with your CA.
Do you back up websites and email too?
Yes. We back up website files and databases, including WordPress and WooCommerce stores, and business mailboxes on Google Workspace or Microsoft 365. Mailbox backup is useful because deleted emails are kept only for a limited time by most providers, and a separate backup gives longer protection.
What is the difference between backup and disaster recovery?
Backup is about keeping safe copies of data. Disaster recovery is the wider plan to get the business running again after a major event, such as a server failure or ransomware attack. It covers which systems come back first, who does what and how long it should take. A good backup is the base of any disaster recovery plan.
Who can access our backup data?
Only named admins should access backups. We encrypt backup data, use separate strong passwords with two-step login and limit access by role. Backup passwords are not kept on the systems being backed up. You keep the master access, so your data is never locked with a vendor.
Talk to our team today
Call or WhatsApp +91 99159 60958. We reply fast, Monday to Friday.