Tech Info

Backup Management: The Basics You Should Know

Wednesday, June 16th, 2021
computer equipment, servers blinking blue lights

This term refers to storing copies of information, like files and documents, somewhere other than their main system. Backup management is done for digital files and when converting paper files. It protects your data but also allows you to recover it if there is ever a disaster like a flood or a computer virus attack. There are many methods for backing up your important files, so it is vital to find the right solution for your business.

The basics of backup management

This service does a few things to help you protect your data. First, it will synchronize data with what is currently on your system. Then, it will save that information either locally (like on a hard drive) or in the cloud. If your business experiences disaster, like a flood that ruins all of your computers, you can still retrieve your information. Other services can be included in backup management, like encryption and cloud-based document management.

Finding the right backup management solution

Every business is unique, so not every solution will work for you. Look for something with automatic and strategic management protocols. If you aren’t sure where to begin, find a trustworthy technology solutions partner to help. These companies understand the tech industry and how to ensure your business data is safe and recoverable.

Before you do anything, make sure to evaluate the needs of your business. Start by making a list of questions and answering them.

  1. What types of data do you need to store?
  2. What sources of data does your business currently have? Is everything still on paper or do you already use digital files?
  3. What types of backup are available?
  4. How often will you need to back up the data?
  5. What are the cost options?
  6. Who will be responsible for ensuring the data is archived, copied, and stored correctly?

Answering all of these questions will give you a better idea of what type of backup management system you will need, as well as other services.

Five different types of backup

There are actually five main types of backup solutions that you can choose from. You can pick one or more, depending on your needs, but you should know how each functions.

Virtual backups: This is the only type of backup that allows you to access your information as it is backing up. You’ll have nearly uninterrupted access to your data and it can be paired with a different type of backup solution to form a hybrid.

Differential backups: Only new or modified data will be backed up with this method. This means that when you try to recover your data, you may not get everything.

Incremental backups: This is the same type of solution in regards to updating as differential backups. Data is stored to the full backup once a new file is created or something is edited. But, everything has to be communicating properly to work.

Mirrored backups: This type of IT solution creates exact copies of everything. It takes up a lot of storage space, but it is the fastest way to recover all your data.

Full backups: This solution creates a backup of everything, but can be slowest to upload.

Where you can store your data

Data backups can be stored locally or in a cloud. External hard drives are the easiest way to store data and they are usually affordable. But, these are not great for businesses that store a lot of data or those that have multiple access points.

Network-attached storage (NAS) is great for businesses that have many employees who need to access the same files. The files (and their backups) are integrated into the network and updated automatically. Cloud backups are another way to allow team members to access all of the data they need. Everything is stored offsite on servers that are managed by someone else.

If you feel as though you need more than one form of backup, you can always use a hybrid solution. For example, you can use a network-attached system and cloud-based storage at the same time.

Once you know what type of backup to use, you can then focus on finding the right company and solution. Here are some best practices that you should ensure the IT partner you work with follows.

  1. Backups should be automated: This is especially important if you deal with a lot of data. You and your team won’t have time to automatically perform backups, so make sure the system you use has this capability.
  2. Make a schedule: Automation can help you stay on schedule, whether you backup every day, weekly, or multiple times a day. Most systems should be able to generate reports that will help those in charge keep up with everything. Keep in mind that your schedules may need to differ depending on where you store your data. Your IT partner should help you come up with an appropriate schedule.
  3. Test everything regularly: You need to be sure that your backup management systems are working perfectly. If you work with a technology solutions provider, they can handle testing, maintenance, and more for you. This will help you save a lot of time.
  4. Always be prepared: Both you and your IT solutions provider should be prepared for anything. Just because you have the best-of-the-best in technology does mean you shouldn’t be safe with your business data.

Backup management in Amarillo, Texas

If you need help storing and backing up your business data, call Andrews & Associates at (806) 242-1088 today! We offer a comprehensive list of Services designed to give you the best in safety and efficiency. If you’re an existing client, you can Request Support from a team member as well.