Data backup: the basic procedure
Creating a data backup is an important strategy for protecting your data. Whether due to defective hardware, a targeted cyberattack or theft, data loss often occurs unexpectedly and at inopportune times. If you want to protect your business or private data in the best possible way, you need regular backups.
In the following, we explain how to back up your data, which aspects you need to pay attention to and which options are available to you for backing up your data.
The importance of data backup
Data loss can occur in a variety of ways: due to technical faults, human error, natural disasters or malicious attacks such as ransomware. Without a reliable backup solution, lost data cannot be restored.
However, regular data backups ensure fast and effective recovery in the event of an emergency and are therefore an essential part of a well-thought-out data strategy. Especially in industries with strict retention policies such as healthcare and finance, backups are a prerequisite for compliance with legal requirements.
The data backup process at a glance
Creating a backup follows a clearly structured process that ensures that all relevant data is available as a backup copy. This process involves several steps:
Data identification
First, you must identify the data to be backed up. You should focus exclusively on important information:
- Documents and files
- Databases
- Configurations and system settings
- Application data and emails
Private data backups are likely to include photos and videos from shared trips, anniversaries, and vacations.
Select all folders and file formats that you want to include in the backup. Careful selection ensures that no important data is overlooked.
Selecting the Backup Source
Once the relevant data has been identified, you need to decide which sources will be included in the backup. These can be located on various storage media, such as local hard drives, servers, or cloud services. A well-designed backup tool enables easy integration and management of these different data sources.
Determining the Target Storage
The backup storage location should be secure and reliable. In principle, you have three options to choose from:
- External storage media are suitable for smaller data sets and represent a cost-effective solution. They are also portable and often equipped with password protection, which protects your data from unauthorized access in the event of theft.
- Network-attached storage (NAS) is designed for larger data volumes or for scenarios in which multiple devices need to access the same data. They are particularly suitable for businesses.
- Cloud storage is not only popular but also has the advantage of making all data virtually available and accessible at any time. Such services are recommended for frequent travelers.
In principle, it is always a good idea not to specify a single target storage device, but to consider at least two alternative backup strategies. Applying the 3-2-1 rule significantly increases redundancy and minimizes the risk of total data loss, even in situations where several unexpected events occur simultaneously.
Selecting a Backup Method
Not all backups are created equal; there are significant differences in data backup. The most common types include:
- Full backup: This option backs up all selected data. It allows for a complete recovery of your system, but requires more storage space and time.
- Incremental backup: This option only copies data that has changed or been added since the last backup, saving storage space and time. Each subsequent backup builds on the previous incremental backup. Consequently, during a data recovery, all incremental backups must be integrated in the correct order to reconstruct the data.
- Differential backup: This method captures all changes since the last full backup. This means that all backed up files are copied again, resulting in larger data volumes. Nevertheless, differential backups save both storage space and time compared to full backups.
Automation and Scheduling of Data Backups
Many tools offer automation features to create backups at predefined times or at regular intervals. Thanks to this feature, you don’t have to create manual backups; you can rest assured that your backups are always up-to-date and that no data is lost.
Additional security measures for data backups
In addition to creating backups at regular intervals, there are various security measures that further increase the protection of your data:
- Encryption: Many backup tools offer different types of data encryption. This prevents unauthorized third parties from easily accessing sensitive information.
- Version management: If your recovery software has a versioning feature, you should use it. This function saves multiple versions of a file, so that accidentally overwritten or deleted documents can be reconstructed.
- Backup testing: A backup copy should not only be created but also tested to test its functionality.
Effective data protection thanks to clever backup strategies
With the right backup strategies and tools, you can protect your data and ensure rapid recovery in the event of an emergency. All that is required is the right choice of storage medium, a well-thought-out backup strategy, as well as regular tests and emergency plans to keep your data available and reconstructable at all times.