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What is data backup and why is it important?
Data backup refers to the process of creating copies of data to protect it from loss or damage. These copies, known as backups, make it possible to restore the original data in the event of data loss (e.g. due to hardware failure, cyberattack or human error). Data backup is particularly critical in companies, as data forms the backbone of almost all business processes. The loss of customer data, financial information or strategic documents can lead to significant financial and reputational damage. In addition, companies are legally obliged to store certain data securely (e.g. due to the GDPR).
How often should I perform a backup?
The frequency of data backups depends on the dynamics and importance of the data. As a general rule, the more critical and frequently data is changed, the more often it should be backed up. For many companies, a daily backup makes sense, especially for data that is updated daily (e.g. customer orders, accounting data). Systems with less regular changes can be secured with weekly backups. It is important that the backup strategy is also aligned with the Recovery Time Objective (RTO) and Recovery Point Objective (RPO). RTO indicates how quickly the data must be restored after an incident, while RPO determines the maximum acceptable data loss in time intervals.
What types of data backup are there?
There are three main types of backups:
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- Full backups: All data is backed up on one system. This offers a complete recovery option, but is time-consuming and requires a lot of storage space.
- Incremental backups: Here, only the data that has been changed since the last backup (whether complete or incremental) is backed up. This method saves time and storage space, but makes restoration more difficult, as all incremental backups and the last full backup are required for a complete restore.
- Differential backups: You save all changes since the last full backup. This method requires more memory than incremental backups, but is easier to restore.
What is the difference between local and cloud data backup?
Local data backup means that the data is stored on physical media (e.g. external hard disks, NAS or tape drives) on site. This offers fast access times and complete control, but carries the risk of losing both the primary data and the backups in the event of a site incident (e.g. fire, theft). Cloud data backup stores the data in remote data centers, often spread across several geographical locations. This offers a high level of reliability and enables access from anywhere. However, cloud backups are dependent on the internet connection and pose potential security risks if the data is insufficiently encrypted.
How secure is the cloud for data backup?
Cloud data backup can be very secure as long as proven procedures and technologies are used. Reputable cloud providers rely on end-to-end encryption, where data is encrypted both at rest and in transit. Access management and multi-factor authentication (MFA) provide additional security. However, it is crucial to check the provider’s contracts and security certificates (e.g. ISO 27001, SOC 2) to ensure that they comply with data protection requirements and legal regulations.
What does data backup in the cloud cost?
The costs vary greatly depending on the provider, storage requirements and additional services. Typical cloud backup providers such as AWS, Microsoft Azure or Google Cloud offer flexible pricing models where fees are calculated according to storage volume and data transfers. Some providers charge additional fees for retrieving data or for special functions such as automatic backups and quick restores. Smaller companies may opt for flat-rate offerings from providers such as Backblaze or Carbonite, while larger organizations often require customized solutions.
How long should you keep backups?
The retention period depends on the legal requirements and business needs. For certain industries (e.g. finance, healthcare), there are legal requirements as to how long data must be stored. For example, the GDPR requires that personal data may only be stored for as long as is necessary for the respective purpose. At an operational level, backups should be kept for as long as they are of value for recovery. A common practice is grandfather-father-son retention, where daily, weekly and monthly backups are kept in different cycles.
How do I check whether my backup is working?
One of the most important but often neglected measures is the regular testing of backups. It is not enough to just create backups; they must also be functional. This can be done through test restores, where selected files or systems are restored from the backup to ensure they are intact and usable. Automated backup solutions often provide logs and reports that should be reviewed to ensure no errors or interruptions have occurred.
What to do if the backup fails?
First of all, the exact reason for the failure should be determined. Common causes are a lack of storage space, network problems or hardware errors. Modern backup software should provide detailed error messages and logs. It is important to have a failover or retry log that is automatically activated in such cases. In addition, there should always be a redundant backup strategy (e.g. offsite or cloud backups) to avoid a single point of failure.
Which backup software is the best?
The choice of backup software depends on the specific requirements of the company:
- Acronis Backup is known for its user-friendly interface and comprehensive features such as dual protection (local and cloud).
- Veeam Backup & Replication offers advanced features such as automated backups, fast recovery and virtual machine backup, making it particularly suitable for large organizations.
- Macrium Reflect is a popular choice for smaller companies or IT departments looking for a reliable, cost-effective solution. Importantly, the software offers security and encryption features and can be easily integrated into the existing IT infrastructure.
Each of these questions shows that data backup is not just a technical decision, but also a strategic one. IT decision-makers should think long-term and keep an eye on costs, security and recovery targets.
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