Keep three copies of important data, on two different types of storage, with one copy off-site or in the cloud. Add an immutable or offline copy to protect against ransomware, back up the data inside cloud apps such as email and file storage, and test a restore every few months. A backup you have never restored is only a hope.
Hardware fails, people delete things and ransomware encrypts everything it can reach. Backups are the fix.
The 3-2-1 rule
| Part | Meaning | Example |
|---|---|---|
| 3 copies | Original plus two backups | Laptop, external drive, cloud |
| 2 media | Different storage types | Local disk and cloud |
| 1 off-site | Away from your office | Cloud backup service |
Many businesses add 3-2-1-1-0: one immutable or offline copy, and zero errors in restore tests.
What to back up
- Laptops and desktops.
- Shared drives and servers.
- Cloud apps: email, documents, accounting and CRM data.
- Website and domain settings.
Make it stick
- Automate backups.
- Encrypt them.
- Protect backup accounts with strong, unique passwords from a password manager and two-factor sign-in.
- Test restores on a calendar reminder.
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Common questions
Is cloud file sync a backup?
Not on its own. Sync copies deletions and encryption too. Use version history plus a separate backup.
Do I need to back up Microsoft 365 or Google Workspace?
Their retention is limited. A third-party backup keeps longer history and protects against accidental or malicious deletion.
How often should I test restores?
At least every quarter, and after major changes. Restore a few files and one full system or mailbox.