Backup, Backup, Backup!

by Billy J Long Guidance, PSA Articles

Article (PSA‑0022)

Why Backups Matter

A reliable backup strategy is the cornerstone of any IT Disaster Recovery or Business Continuity plan. Fires, hardware failures, ransomware attacks, or simple user error can wipe out data in seconds. The quicker you can restore what you’ve lost, the less impact on your business (or personal life).

The 3‑2‑1‑0 Backup Rule

Rule 3 – Three Copies

  • Primary data + two separate backups.
  • If one backup becomes corrupted or unavailable, you still have a second copy to fall back on.

Rule 2 – Two Different Media Types

  • Use at least two distinct storage media (e.g., external HDD/SSD, network‑attached storage, tape, or cloud object storage).
  • Each medium has its own failure modes; mixing them reduces the chance that a single incident wipes out all copies.

Rule 1 – One Copy Off‑Site

  • Store one backup in a different physical location – a secondary office, a trusted friend’s house, or a reputable cloud service.
  • This protects against site‑wide disasters like fire, flood, or a break‑in.

Rule 0 – Zero‑Error Verification

  • Regularly test restores (at least quarterly). A backup that can’t be recovered is useless.
  • Automate verification where possible (many cloud services provide built‑in integrity checks).

Putting the Rule Into Practice (Simple Checklist)

  1. Identify critical data. Documents, photos, databases, configuration files, etc.
  2. Create the three copies. Primary + two backups.
  3. Choose media. Example combination:
    • External SSD (local, fast recovery)
    • Network‑attached storage (NAS) or a second external HDD
    • Cloud storage (OneDrive, Google Drive, Backblaze B2, Amazon S3 with versioning)
  4. Automate backups. Use built‑in tools (Windows Backup, macOS Time Machine) or third‑party software (Macrium Reflect, Veeam Agent, Acronis). Schedule daily or weekly runs.
  5. Secure backups. Encrypt at rest, enable MFA on cloud accounts, and keep the off‑site copy in a location you can access quickly when needed.
  6. Test restores. Pick a random file or a full system image and restore it to verify the process works.

Common Pitfalls to Avoid

  • Keeping only one backup (single point of failure).
  • Relying solely on “online sync” services without a true separate copy.
  • Neglecting the verification step – many businesses discover a broken backup only after a disaster.
  • Storing backups on the same type of media (e.g., two external HDDs that are both vulnerable to power surges).

Additional Resources

Need a Backup Review?

If you’re not sure whether your current backup strategy meets the 3‑2‑1‑0 rule—or you’d like help setting one up—call PSA Computer Services at (707) 506‑6802.