“We Thought We Were Backed Up — Until We Weren’t”

Nothing creates more chaos than a system crash followed by the words: “Wait… where’s the backup?”

Many SMBs believe they’re covered — until the day they need their files and find out backups weren’t running correctly, or worse, they were never set up at all. Here’s how to ensure your backups are bulletproof.

1. Know the 3-2-1 Rule

• 3 copies of your data.

• 2 different types of storage (e.g., cloud + local).

• 1 copy off-site (in case of disaster, fire, or theft).

  
  
  
  

2. Test — Don’t Assume

A backup you’ve never tested is just a false sense of security.

• Run a recovery drill once a quarter.

• Pick a random file and restore it.

• See how long it takes — downtime costs money.

3. Automate Backups

• Manual backups almost always fail (people forget).

• Use automated systems that run daily or hourly.

• Set up alerts so you know when a backup fails.

  
  
  
  

4. Separate from Your Network

If ransomware hits, any backups connected to your network can also get encrypted.

• Use immutable cloud backups (cannot be altered).

• Keep at least one version offline.

  
  
  
  

5. Prioritize What Actually Matters

Not all data is created equal.

• Identify the systems you can’t run without (payroll, client files, financials).

• Make sure those are backed up first, with more frequent snapshots.

  
  
  
  

Action Checklist for This Week

✅ Audit your current backup setup — where are files stored?

✅ Verify at least one backup copy is off-site.

✅ Run a test restore.

✅ Document the process.

A solid backup strategy isn’t just about recovering files — it’s about keeping your business alive when the worst happens.