The Importance of Backing Up Your Data

The Importance of Backing Up Your Data

Investing in business backup data efforts is worthwhile for your company. While it may seem like an extra step, it’s an essential part of protecting your company’s information and overall business workflow. Understanding the importance of data backup and recovery keeps your business secure and efficient.

How companies back up their data can influence their workflows, minimize downtime and protect them from significant cybersecurity risks. When you implement business data backup processes, you can optimize your recovery time after an issue and help protect your data from a breach. Let’s consider why backing up data is important for your business and how you can implement best practices on-site.

Who Should Back Up Their Computer and Data?

All companies should prioritize backing up data, but it is an urgent concern for small- and medium-sized businesses. The risks of not backing up data can significantly impact daily operations for smaller companies, so being proactive and keeping your information secure is even more critical. You want to be prepared long before you face a threat, so you’re equipped if an unforeseen situation such as a cyberthreat or hacking occurs.

For small- to medium-size businesses, backing up computers and data carries additional urgency. Transaction records, sensitive customer information and critical business data are essential to supporting your business. If you encounter a security threat, you are more vulnerable to extended downtime — and potentially costly ramifications — because you don’t have as much capital to recover data as a smaller business.

What Are the Risks Involved With Not Backing Up Data?

When businesses don’t put resources and consideration into backing up their data, they can face several pitfalls. They are more vulnerable to various security threats from internal or external sources. You’ll want to be aware of these risks to create the right strategy and protect your company.

Hackers, Viruses and Ransomware

Some primary threats to data storage include hackers, viruses and ransomware. Many activities can make your company vulnerable to these threats, as hackers and malware can target your systems at any time. If an employee mistakenly clicks a link or a hacker actively gets into your accounts, they could fully expose your data to exploitation and distribution on the internet.

Hackers and ransomware can be difficult to address and recover from without the right systems, so you need to invest in securing your data before one of these threats tries to access your company’s information.

User or Administration Error

A user or administrator could also make a mistake that exposes your data to cyber threats or accidentally removes data. If a user does not keep sensitive information confidential or unintentionally deletes or moves critical data, it could put your company and administration at risk.

You need to ensure proper access restrictions and maintain rigorous checks and balances to catch user errors that could wipe out your data. You can promptly recover data with a sound backup system, even if a user might have compromised it on your primary hard drive.

Computer Malfunction, Damage or Theft

A range of damages or other physical issues could occur to your computers, limiting your access to data.

Suppose you only have your critical business data in one physical location. In that case, risks such as a sudden malfunction, fire and flood damage or theft could cause you to lose the client and transactional information permanently.

To help secure your data, ensure it’s backed up and accessible from another location. That way, even if you lose access to a computer system, you’ll still be able to retrieve your key information and keep it secure.

types of data that needs to be backed up

What Type of Data Needs to Be Backed Up?

You likely work with critical information that you may need to access at any time and keep confidential. You should back up several data types that you use every day to protect their integrity. Keep these information types in mind as you consider your backup processes.

Company Personal Records

One vital concern is your company’s records. Confidential employee information, such as social security numbers, full names, birth dates and addresses, are all susceptible, and you need to ensure they stay secure. Consider where you’re storing this information and ensure you can access it even if your computer is damaged or stolen.

Administration Documents

A range of administration documents requires careful management and security. These may include contracts, business plans, employment agreements, bylaws and other confidential information.

You need these documents to operate compliantly and effectively, so you’ll want to ensure they’re securely backed up. Be sure this data stays private and cannot be shared or exploited online, and confirm that you can access it even if you encounter a security issue.

Financial Data

Your financial data may include sensitive information on your business transactions, banking accounts and customers’ payment methods. You must keep this information secure to prevent hackers or malware from stealing financial information and racking up costs on your or your clients’ accounts.

Give careful consideration to your preventative measures to keep this information safe and backed up. If your main hard drive is compromised, you need to be able to quickly recover and assess lost financial data through a secure backup source.

Patents and Intellectual Property

Any intellectual property you may own requires multiple copies so you can access it in case of a security breach or computer damage. You may need to refer back to these documents to demonstrate your rights to designs, products or creative works. Having a backup of this information is vital to ensure you can access it whenever needed.


Your transactions for sales, money exchanges, equipment purchases and more need to be secure and accessible at any time. Recording your previous purchases, client transactions and other business activities is essential to supporting your ongoing success and addressing any disputes or issues. Use the proper backing up practices to keep this data available and safe so you can refer to it later.

Payment Data

Your payment data includes sensitive financial information regarding your clients, so take time to secure it. You may need to reference this data again, and your business is responsible for keeping it confidential and safe. You must implement the proper backup practices to keep it secure and accessible even in unforeseen circumstances.

What Are Data Backup Best Practices for Businesses?

As you implement your business strategy, you’ll want to follow several best practices for data backup. Implementing these processes is essential to safeguarding your information and staying compliant.

When you can access your data from a secure location, you will be more confident in recovering it during a security threat, user error or risk.

On-Site and Off-Site Data Backup Strategies

You have two main options for data backup approaches — on-site and off-site. On-site backups ensure you have multiple copies of key files and data at your business location, whether on another computer or a storage server. You’ll be able to recover data with on-site backup sources, so this option is an excellent solution if your other system faces a cybersecurity threat or user error.

However, off-site backup is also crucial in case your business’s physical location is compromised. For example, if a fire occurs, you’ll want to have data backups on-site and at a removed area. You may choose to store and access this data manually or through the cloud.

The 3-2-1 Backup Strategy

One best practice for protecting your critical data is to use the 3-2-1 backup strategy. Securing your data in all three places helps you proactively address a wide range of risks and be prepared before an issue occurs.

This approach includes having a copy of data in three different locations:

For example, if you have a file called weddingphoto.jpg, you might have it on your hard drive as its primary location. Then, you would also keep it on an external hard drive you’ve backed up from your computer. You’ll also keep your files on a cloud backup service that keeps them securely off-site.

When selecting an off-site location, storing it in the cloud is highly recommended. This option keeps your data secure from ransomware, fire or theft, and it’s highly secure.

Even if you have data stored off-site, it’s also key to back data up locally. Using a hard drive will allow you to restore information much faster than waiting to download from the cloud if you’ve encountered a cybersecurity risk or user error.

Contact Kirbtech for Data Backup Solutions for Your Business

Finding the right data backup strategy for your small business is critical to managing your day-to-day needs. At Kirbtech, we want to support your requirements with trusted solutions. We specialize in serving small- to medium-sized businesses across industries with a customized managed IT approach. When you partner with us, we can provide on-site support and visits to help develop your IT infrastructure.

We recognize that you manage a wide range of priorities on the job and we’re committed to helping you leverage all the power of IT with a strategy that works for your business. Serving central Pennsylvania, we’re conveniently located near you to support your requirements. We help you enjoy all the benefits of backing up data for businesses.

Choose us as your experienced outsourced team for your crucial cloud solutions. To learn more about our services, contact our team today.

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