Backup

What is a backup?

A backup is a backup copy of data that is created so that it can be accessed in the event of data loss. It can be an exact copy of a file, a folder, a database dump or even an entire system. Backups protect against accidental deletion, hardware failures, ransomware attacks and other threats that could jeopardize the integrity of data.

Why is a backup important?

Backups are essential because data loss is one of the biggest risks for companies and private individuals. Without a backup, important files, financial data, customer information or personal memories could be irretrievably lost. In addition, restoring systems without up-to-date backups can be time-consuming and costly. Attacks such as ransomware can also lead to a complete loss of data if no external backups are available.

How often should I make a backup?

The frequency of backups depends on the criticality of the data and the speed at which it changes. In general

• Daily backups are useful for systems or data that are frequently updated, such as databases, CRM systems or important documents.
• Weekly backups could be sufficient for systems where data is only rarely changed.
• The optimal rhythm should be based on the needs of the company or the person in question. The rule is: “How much data loss can I cope with in an emergency?”

What types of backups are there?

There are three main types of backups:

1. Full backup: A complete copy of all data. This is the most secure method as all data is backed up, but it also requires the most storage space and time.
2. Incremental backup: Only the data that has changed since the last backup is backed up. It saves storage space and time, but is based on a chain of backups, which can make restoration more complicated.
3. Differential backup: A mixture of the two above. It backs up all data that has been changed since the last full backup. The advantage is that restoring is faster and easier than with incremental backups.

Where should I store my backups?

Backups should always be stored in a secure location separate from the main system. There are various options:

• External hard disks: These are inexpensive and can be easily transported, but offer no protection against theft or natural disasters.
• Network-attached storage (NAS): A central storage device in the network that can be used for regular backups.
• Cloud storage: Online services such as Amazon S3, Google Drive or specialized backup services offer the option of storing data securely and outside your own network.

The 3-2-1 rule recommends: 3 copies of the data on 2 different media, with 1 copy stored in an external location.

How do I set up a backup?

Setting up a backup depends on the platform and software used, but the general process is as follows:

1. Select the backup method: Full, incremental or differential backup.
2. Specify the data to be backed up: Determine which files, folders or databases are to be backed up.
3. Select storage location: Cloud, external hard disk, NAS or another suitable location.
4. Configure backup software: Software such as Acronis, Veeam or Windows Backup can be used to create automatic backups on a set schedule.
5. Test backups: It is important to test the functionality of the backups regularly to ensure that data can be restored in an emergency.

What is the difference between a local and a cloud backup?

Local backups are stored on physical storage media such as external hard disks or NAS systems, while cloud backups are stored on a provider’s servers via the internet. The most important differences:

• Speed: Local backups are usually faster as they do not require an internet connection. Cloud backups can be slower due to network speeds.
• Security: Cloud backups often offer integrated encryption and additional redundancy as they are stored in multiple data centers. Local backups are more susceptible to physical damage (fire, theft, etc.).
• Cost: Cloud services often have recurring costs, while local backups are relatively inexpensive after the initial investment in hardware.

How secure is a cloud backup?

The security of a cloud backup depends heavily on the provider and the security measures implemented. Important aspects are

• Encryption: Data should be encrypted both during transmission and at rest.
• Multiple locations: Many providers store data redundantly in different data centers to protect against hardware failures and natural disasters.
• Access control: Only authorized persons should be able to access the backup data. Multi-level authentication is another security feature.

One disadvantage can be that the data is outside the physical control of the user. Providers with high security standards (e.g. ISO 27001-certified data centers) are therefore preferable.

How do I restore data from a backup?

Restoring data depends on the backup software that is used. In general, however, it follows a similar process:

1. Open backup software.
2. Select the desired backup: Select the date and type (Full, Incremental, Differential).
3. Restore data: Either restore the entire backed up data or only certain files/folders.
4. Check system or file integrity: After the restore, a check should be carried out to ensure that all data has been restored completely and correctly.

How much storage space do I need for my backup?

The storage space required for a backup depends on the amount of data to be backed up and the backup method. Basically:

• Full backups require the most space, as a complete copy of the data is created each time.
• Incremental and differential backups require less storage space as only changes are saved. However, several backups must be stored to enable a complete restore.

A general approach is to double the required storage space, as several versions of the data should usually be stored.

How long should I keep my backups?

The retention time for backups varies depending on legal requirements, company policies or personal preferences. Typically:

• Daily backups can be overwritten after one week.
• Weekly backups can be stored for one to two months.
• Monthly backups should be kept for longer periods (at least one year).

For business-critical data, annual backups could also be created and stored for several years to ensure long-term data history.

What does a backup cost?

The costs for backups vary greatly depending on the method chosen:

• Local backups require one-off costs for hardware such as external hard disks or NAS systems.
• Cloud backups are usually based on a subscription model that depends on the amount of storage and the desired service level. Providers such as Amazon S3 or Backblaze offer scalable solutions that often range from a few cents per GB to higher rates for companies.

It is important to consider the long-term costs, including maintenance and potential replacement costs.

What is the 3-2-1 backup approach?

The 3-2-1 backup approach is a proven method for backing up data. It states:

• 3 copies of the data should exist (1 original + 2 backups).
• 2 different media should be used (e.g. cloud and local hard disk).
• 1 copy should be stored externally (e.g. in the cloud or at a remote location).

This approach minimizes the risk of complete data loss due to local events such as theft or natural disasters.

Which backup software is the best?

The choice of the best backup software depends on the specific requirements. Some of the best known solutions are

• Acronis True Image: Offers full and incremental backups both locally and in the cloud.
• Veeam Backup & Replication: Ideal for companies, offers backup solutions for virtual and physical environments.
• Windows Backup: Built-in function for simple backups on Windows systems.
• Backblaze: Cost-effective cloud backup solution for individuals and small businesses.

It is important to choose a solution that enables automatic backups, encryption and easy recovery.

Can I also back up mobile devices (smartphones, tablets)?

Yes, mobile devices can also be backed up. Both Android and iOS devices offer integrated backup solutions:

• iOS: iCloud enables automatic backups of apps, photos, contacts and settings.
• Android: Google Drive stores app data, call lists, contacts and device settings.

There are also third-party apps such as Acronis or Google One that support full backups of mobile devices.

What do I do if my backup fails?

If a backup fails, the error should be analyzed immediately:

1. Check the error message: The backup software usually provides an error message that may indicate the problem (e.g. insufficient storage space or connection problems).
2. Check storage space: Make sure that there is enough storage space available at the backup location.
3. Access rights: Check whether the backup software has the required authorizations.
4. Analyze log files: These often contain detailed information about the error.

Errors should not be ignored, as this can lead to irreversible data loss in an emergency. Regular checks and tests of the backups are crucial.

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