Creating an Effective Data Backup Strategy

| James Edmondson Last updated 25 Feb, 2023

A backup strategy refers to the process of creating and storing copies of data, either locally or remotely, to ensure that it can be recovered in the event of data loss, corruption, or any other disaster. The process involves creating a backup plan that includes the frequency of data backups, types of backups, and storage location of the backups.

In this article, we look at the types of backups, factors to consider when creating a backup strategy, backup strategies, and steps to creating an effective backup strategy.

On this page:

Backup Strategies
Factors to Consider When Creating a Backup Strategy
Types of Data Backup
Testing and Maintaining the Backup Strategy
Next Steps: Creating a Backup Strategy

Backup Strategies

Choosing the appropriate backup strategy depends on the organization’s or individual’s data protection needs, risk tolerance, and budget.

A combination of backup strategies can be used to create a comprehensive backup plan that provides the appropriate level of protection against data loss.

Local backup strategy

A local backup strategy involves storing data backups on physical devices, such as external hard drives, USB drives, or tapes.

The backups can be stored on-site or at a different location, providing an extra layer of protection against data loss. Local backups offer the advantage of quick data recovery and control over the backup process.

However, local backups can be subject to the same risks as the original data, such as natural disasters or equipment failure.

Advantages and disadvantages

Advantages: quick data recovery, control over the backup process, and low cost.
Disadvantages: subject to same risks as original data, limited storage capacity, manual backups required.

Examples of local backup strategies

Backing up data to external hard drives or USB drives
Setting up a network-attached storage (NAS) device
Using a tape backup system

Cloud backup strategy

A cloud backup strategy involves storing data backups on a remote server or data center using a cloud-based backup service.

Cloud backups offer the advantage of off-site storage, which provides protection against on-site risks such as natural disasters or theft.

Cloud backups also offer scalability, automated backups, and easy access to data from any location with an internet connection.

However, cloud backups can be subject to security risks and may require ongoing subscription costs.

Advantages and disadvantages

Advantages: off-site storage, automated backups, easy access from anywhere, scalable, low upfront cost.
Disadvantages: potential security risks, ongoing subscription costs, reliance on internet connection.

Examples of cloud backup strategies

Backing up data to cloud-based services such as Google Drive, or Microsoft OneDrive.
Using a cloud-based backup service, such as Acronis, EaseUS, or Carbonite.

Hybrid backup strategy

A hybrid backup strategy involves combining both local and cloud backups to create a comprehensive backup plan.

This type of backup strategy provides the benefits of both local and cloud backups, such as quick data recovery and off-site storage.

Hybrid backups can be configured to prioritize the type of backup used based on the criticality of the data or the frequency of change.

Advantages and disadvantages

Advantages: best of both worlds, comprehensive protection, customizable based on data criticality and frequency of change.
Disadvantages: more complex to set up and manage, requires ongoing cost for cloud storage.

Examples of hybrid backup strategies

Creating both local and cloud backups and configuring the backup software to automatically switch between the two based on the backup plan.

Factors to Consider When Creating a Backup Strategy

Considering these factors when creating a backup strategy will help ensure that the backup plan meets the organization’s or individual’s needs and provides adequate protection against data loss.

Data Criticality: The criticality of data refers to the importance of the data to the business. Data that is essential to the operations of a business or personal data that is valuable should be given priority in the backup strategy.
Frequency of Data Change: The frequency of data change refers to how often data is updated or modified. Data that changes frequently require more frequent backups than data that changes less often.
Data Storage Location: The storage location of data refers to where the data is stored and whether it is on-site or off-site. It is important to consider the risks associated with storing data on-site, such as the risk of natural disasters, theft, or equipment failure. Storing data off-site, whether it is in the cloud or at a different location, provides an additional layer of protection against data loss.
Backup Software and Tools: The backup software and tools used to implement the backup strategy are crucial to its success. The software should be easy to use, reliable, and provide features such as automation, encryption, and reporting. The backup tools should be able to support the selected backup types and storage locations.

Types of Data Backup

Each type of backup has its advantages and disadvantages, and the backup strategy should be designed to meet the organization’s or individual’s needs.

A combination of backup types can also be used to provide a more comprehensive backup plan.

Full Backup: A full backup involves copying all data from a device or system to a backup location. While a full backup is the most comprehensive type of backup, it is also the most time-consuming and requires significant storage space. Full backups are typically used as a starting point for creating other types of backups.
Differential Backup: A differential backup involves copying only the data that has changed since the last full backup. This type of backup requires less time and storage space than a full backup. Differential backups are useful when frequent backups are necessary but not required as often as incremental backups.
Incremental Backup: An incremental backup involves copying data that has changed since the last backup, whether it was a full or incremental backup. This type of backup requires the least amount of time and storage space but may require more time and effort to restore data in the event of a data loss. Incremental backups are typically used when frequent backups are necessary and storage space is limited.

Testing and Maintaining the Backup Strategy

Organizations and individuals can ensure that the backup system is effective and can protect against data loss by testing and maintaining the backup strategy.

Regular testing, data recovery testing, monitoring, and maintenance are all important aspects of ensuring that the backup system is functioning properly.

Regular Testing: It is important to test the backup strategy regularly to ensure that it is functioning properly and to identify any issues before they result in data loss. The testing should be done regularly, at least once a month, to ensure that the backups are successful and the data can be recovered in case of a data loss event.
Data Recovery Testing: In addition to testing the backup process, it is important to also test the data recovery process. This ensures that the data can be recovered from the backup media and that the backup data is usable. Data recovery testing should be performed regularly to ensure that the process works effectively and to identify any issues that may need to be addressed.
Monitoring: Monitoring the backup process can help identify any issues that may arise. This includes monitoring backup success rates, backup storage capacity, and backup software and hardware performance. Monitoring the backup process can identify and address any issues before they result in data loss.
Maintenance: Regular backup system maintenance is important to ensure that it continues to function properly. This includes ensuring that the backup hardware is functioning properly, the backup software is up-to-date, and the backup media is properly maintained. Regular maintenance can help prevent data loss by ensuring that the backup system is functioning properly.

Next Steps: Creating a Backup Strategy

By following these steps, organizations and individuals can create a backup plan that meets their data protection needs and provides the appropriate level of protection against data loss.

The backup plan should be regularly reviewed and updated to ensure that it continues to meet the organization’s or individual’s changing needs.

Identify Critical Data: The first step in creating a backup strategy is to identify the critical data that needs to be backed up. Critical data refers to the data that is essential for the operations of the organization or the personal data that is of value to the individual. Identifying critical data helps prioritize the backup process and ensures that the most important data is backed up first.
Determine Backup Frequency: The frequency of data change determines how often the data should be backed up. Data that changes frequently should be backed up more frequently than data that changes less often. Backup frequency can be determined based on the criticality of the data, the frequency of change, and the backup storage capacity.
Select Backup Types: The backup type selected depends on the criticality of the data, the frequency of change, and the backup storage capacity. Different backup types can be used, such as full backups, incremental backups, or differential backups, to provide the appropriate level of protection against data loss.
Choose Backup Storage Location: The backup storage location should be determined based on the criticality of the data and the risks associated with storing the backup on-site or off-site. Storing backups on-site provides quick data recovery but is subject to the same risks as the original data. Storing backups off-site provides an additional layer of protection against data loss but may result in longer data recovery times.
Determine Backup Retention Period: The backup retention period refers to the length of time the backup is stored. The retention period should be based on the criticality of the data, compliance regulations, and storage capacity. The retention period should be long enough to allow data to be recovered in case of a data loss event.
Implement Backup Software and Tools: The backup software and tools used to implement the backup strategy should be selected based on the backup types, storage location, and retention period. The backup software should be easy to use, reliable, and provide features such as automation, encryption, and reporting. The backup tools should be able to support the selected backup types and storage locations.
Test the Backup Plan: The backup plan should be tested regularly to ensure that the backups are successful and the data can be recovered in case of a data loss event. The testing should be done on a regular basis to identify and address any issues before they result in data loss.
Review and Update the Backup Plan: The backup plan should be evaluated and amended regularly to ensure that it continues to meet the organization’s or individual’s needs. The review should be done on a regular basis to identify any changes in the criticality of the data, the frequency of change, or the backup storage capacity.

A backup strategy is a crucial component of protecting against data loss, and it is important to develop and implement a backup strategy that is effective and reliable.

By developing and implementing an effective backup strategy, organizations, and individuals can ensure that their critical data is protected and can be recovered in case of a data loss event.

Regular testing and maintenance of the backup system are important to ensure that the backup system is functioning properly and can provide the necessary protection against data loss.