Is Your Small Office Ready for a Computer Failure? A Backup Check
Most offices believe they have backups. Far fewer have checked that those backups would actually bring their files back after a failed computer, an honest mistake or ransomware. Here is a quick way to find out.
A five-minute check
Work through these questions with whoever looks after your computers. If anyone answers “I think so”, that is your answer.
- What is backed up? Can you name the folders, systems and accounts that are covered, including email and any cloud files?
- Where does the backup live? A copy sitting next to the computer will not help in a fire, theft or flood. A common guideline is to keep several copies, on different types of storage, with at least one off site.
- How often does it run? Could you live with losing a day of work? A week? Your backups should match your answer.
- Has anyone tested a restore? A backup you have never restored is a hope, not a plan.
- Is it protected from ransomware? If the backup is always connected and writable, malware can damage it too.
- Who is told if it fails? Backups can stop working quietly. Someone should be notified.
Why “it syncs to the cloud” is not the same as a backup
File-sync tools are convenient, but a deleted or corrupted file can sync away just as quickly as a good one. A real backup keeps older versions, so you can go back to how things looked yesterday or last month.
The same goes for cloud email and document platforms. They protect against a failed computer, but not always against an accidental deletion, a compromised account or someone leaving and removing files on the way out.
What to back up
- Shared files and documents.
- Accounting and customer records.
- Email, calendars and contacts.
- Databases and line-of-business software.
- Laptops used by people who keep files locally.
- Settings and licences you would need to rebuild a machine.
If you answered “not sure”
That is common, and it is fixable. A good first step is a short review of what you have, what it covers, and when it was last restored. From there you can decide what to change.
Common questions
How often should backups run?
It depends on how much work you could afford to redo. Many offices back up daily at a minimum, and more often for critical systems.
How often should we test a restore?
Regularly, and always after changing systems. Even a small test of restoring a few files tells you a lot.
Do I need to back up Microsoft 365 or Google Workspace?
It is worth asking. These services keep your data available, but they are not always a substitute for a backup that lets you recover deleted or damaged items.
Related services
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