Why Business Backups Fail and How to Test Yours
Most businesses find out their backup is broken on the day they need it. These are the usual reasons backups fail, and how to check yours before there is an emergency.
The most common reasons backups fail
- Nobody checks the reports. A backup job can fail for weeks while the status email goes unread.
- The wrong things are backed up. New folders, a new database or a new server never get added to the job.
- Full storage. The backup drive or cloud space fills up and new copies stop.
- Backups sit on the same network. Ransomware encrypts the backup drive along with everything else.
- Open files and databases are skipped. Files in use are not copied properly without the right software.
- Nobody has tried a restore. The files are there, but the restore is slow, incomplete or missing a password.
- Cloud accounts are not covered. Many assume Microsoft 365 or other cloud services are backed up automatically.
Warning signs
A backup program that shows warnings no one reads, an external drive plugged into one computer, a backup that has not been changed since the server was installed, or no one who can say when it last restored a file.
A simple test schedule
- Daily: someone confirms the backup finished, or monitoring alerts on failure.
- Monthly: restore a few random files and open them.
- Twice a year: restore a whole folder or a test server and time how long it takes.
- Yearly: run a disaster scenario: assume the office is gone, and walk through how you get running again.
The 3-2-1 idea
Keep 3 copies of your data, on 2 kinds of storage, with 1 copy off-site. A copy that an attacker on your network cannot change or delete is what saves you from ransomware.
What we do
Our backup and disaster recovery service monitors every job, alerts us when one fails, and includes restore tests so you know how long recovery takes. We also set up ransomware protection so backups cannot be quietly destroyed. If you are not sure your backup works, we can run a free check as part of an IT assessment. Contact us from Spring, The Woodlands, Katy or anywhere in greater Houston.
Common questions
How often should I test my backups?
Check that backups finish every day, restore sample files every month, and test a full restore at least twice a year.
Is cloud backup enough?
It is a good part of the plan, especially off-site copies. Test the restore time too, since downloading a large server can take days on a normal connection.
Do I need to back up Microsoft 365?
Microsoft protects its service, but your retention and recovery needs may need a separate backup. See our Microsoft 365 backup article.
What is the 3-2-1 backup rule?
Three copies of your data, on two different types of storage, with one copy off-site.
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