In times of digital transformation, one of the terms that are most used is backup and this is no coincidence. With companies increasingly dependent on data and the availability of their systems, it is extremely important to have mechanisms that guarantee the integrity of the IT infrastructure, such as backup, to keep the business productive.
A backup is nothing more than creating a backup of data. In this process, data is sent to one or more backup stores, which may be in or out of business. In case of disasters, invasions, theft or data hijacking, there is the possibility of recovering information and maintaining productivity.
Currently, the safest and most economical environment to maintain a backup is the cloud , for its redundancy and scalability. In this post, we will understand how to make a backup plan and best practices. Check it out!
What are the main benefits of backing up data in your company?
Before hiring a data backup service, it is essential to understand which benefits it offers. With that in mind, we have gathered nine advantages of this technological resource. Check it out.
Security to store data
Having a secure digital environment is the biggest highlight of backup, because the system that performs this activity contains a multitude of protocols capable of protecting the company’s systems from the main threats of information security and human error.
The infrastructure of cloud storage providers, for example, has central data in different locations around the world in order to store a robust and varied server structure. That is, the information saved in these environments has high-level security layers, ensuring the efficiency of the service.
Flexibility
With backup you make copies of data and make them available to all units and departments of your company. In addition, there is no need to worry about the volume of records, as this technology is able to store everything efficiently due to the concentration of information.
In addition, it is possible to access data anywhere or device, as long as the user has login access. So, you or your team can travel and access the files whenever you think it’s necessary.
Easy data recovery
If it happens unforeseen events — such as equipment failure or file hijacking — the backup performs the restoration of documents. The process runs automatically and allows the user to choose different versions of files, as the backup keeps all versions stored. That way, just select the one you want the most and start the restoration.
Implementation of data access control
Comment, sharing, suggesting changes in the works are common procedures, but that not all users should perform in any file. Enterprise backup meets this demand through access control, sharing and releasing edits only for professionals correlated to a task or sector. This type of “barrier” guarantees the confidentiality of information and prevents leaks that can harm the progress of activities and project management.
Possibility of expansion
Backup is leveraged from end to end, as it classifies and hierarchizes data from the beginning of the company. Thus, when the need arises to expand the storage capacity, it is possible to contract a new plan automatically, avoiding bottlenecks and stoppages that can compromise business performance.
Decrease in costs
Compared to the costs of creating a data center and server of your own, cloud backup is temptingly cost-effective. Several companies today operate with a fully digital management, integrating not only backup, but also other information security resources. Just hire the most appropriate company and plan to ensure savings and efficiency.
Prevention against data loss
Another highlight that should to be mentioned is protection against loss of records and files. In addition to strict control of who accesses the server, the inclusion of multi-factor authentication (MFA) and security keys increase barriers against intrusion and loss. For example, using MFA, the user enters a PIN code or fingerprint to securely gain access to data.
Fast Implementation
Have you ever thought about the waste of time and money with the implementation of physical backup equipment within the company? That’s right, making backups in an internal data center can overload the IT team and the employees who work in various activities in the company. Not to mention the risk of disrupting functions until related issues are resolved.
In this sense, cloud backup is implemented faster. To do this, simply choose a renowned supplier, evaluate the SLA contract clauses and request the protection service. Everything can be done online and your team can continue working normally.
Used in different areas of the market
Finally, it is important say that corporate backup is compatible with companies of different segments and sizes, without restrictions. From a small startup to a multinational, data management with digital resources is accessible, simplified, fast and economical.
How to make a backup plan?
This involves many variables that depend on the size, segment and objectives of each project. But there are some standard procedures that will help you take the first steps towards creating a backup plan.
Define the importance of applications
There is a lot of confusion in this regard, as many managers believe that the entire definition of backup must come from IT. However, who should do this is the company, after all it is its productivity that is at stake if the backup is unsuccessful. Therefore, some questions should be analyzed, such as:
- which losses can negatively affect business;
- what impact would these losses have;
- what is the plan of action in case of an incident.
A tool that allows the creation of an action plan is the BIA — Business Impact Analysis —, which defines the actions and protocol to be followed when the organization faces a disaster, always focusing on impact reduction.
No BIA , all possible impacts are listed according to the processes mapped with the support of managers through interviews, which will define the allowed interruption time, damage to the brand image and financial impacts. In short, we can say that this analysis model is an important tool to ensure business continuity.
Think about RTO and RPO
When it comes to data backup and recovery, two metrics stand out: RPO and RTO. See what each one means:
- Recovery Time Objective: is the time that operations must take for the system to come back to normal after a disaster;
- Recovery Point Objective: is the amount of data that can be lost without affecting productivity, i.e. , a tolerable loss threshold.
It is important to keep in mind that the RPO defines the frequency of backups, after all, it is the metric that defines the data according to the relevance of each one. For example, if the backup is performed every day at 7 am and happens once at 11 pm, the RPO will be 48 hours.
What are good practices on how to backup in the company?
Now that we have a base on the requirements needed to make a backup plan, it’s time to know what are the best practices for this process to be successful. See how to increase the chances of success in this recovery in the sequence.
Diversify storage
The purpose of backup is to recover data after a crisis, that means being stuck with a single store is also a risk. The more redundancy — copies on different drives — the better it is for ensuring the integrity of the information.
A company that only maintains internal backup is at a very big risk. The ideal is to keep a backup in the cloud, as most cloud computing providers work with servers in redundancy.
Create access policies
One practice that provides an extra layer of security for backup is access control. This is important to define access levels for employees according to the needs of each one.
It is necessary to define how far each one can go when accessing the system with the definition of logins and passwords traceable. In this way, the most critical data is only accessed by duly authorized persons.
Count on management software
These solutions make all the steps of a backup, as they centralize the business data in a database. In addition, there is the possibility of automating this process and reducing the possibility of forgetting. Another important point in adopting a management system is the possibility of processing this data and transforming it into insights that help managers make decisions.
Use the cloud at your own pace. favor
The big trend in this new moment of digital transformation is cloud backup. Instead of adopting physical drivers to store backups, in the cloud, data is stored outside the organization, in secure and state-of-the-art data centers. In addition, the business gains in redundancy, that is, the data is stored on multiple servers.
The company also has a significant gain in mobility, because the data can be accessed from any location and with any authorized device. In addition, you only pay for the resources you use, without having idle servers or working at the limit. Another benefit is in terms of scalability, because whenever you need to increase or reduce storage, you just need to change plans.
Test recovery speeds
This capability is essential to maintain the company’s operational flow and the provision of essential services in the face of disasters or security incidents. In practice, one must guarantee access to data (or recover it) as quickly as possible. Therefore, such a resource must be agile enough so that key processes remain stable in adverse situations.
Whenever possible, remove duplicate files
As new files are created, the backup becomes more extensive and space increases. To improve storage capacity, manage the occurrence of duplicate backups through features that remove obsolete copies of files, keeping only what is necessary for the operational success of the business.
Use encryption
Essential for corporate backup, encryption is a kind of additional barrier to files that makes it difficult for cybercriminals to invade. By the way, this is the biggest advantage of this technology, even if hackers access the company’s network and data, such resources cannot be used for malicious purposes because of the cryptographic keys.
Perform periodic audits of corporate backup
Without performing periodic evaluations and tests, backup can become inefficient. There is no point in making backup copies in storage locations, automating the records and not monitoring the process closely.
What if, during recovery, the data is corrupted, outdated or simply obsolete?
To be successful and ensure peace of mind regarding the activity, periodic audits are essential. In this sense, it is necessary to analyze the effectiveness of all procedures and routine factors, considering points such as:
- efficiency of the process recovery and restoration;
- identification and correction of possible failures;
- storage security;
- analysis of evidence of periodicity, ensuring that backups are made in accordance with the schedule defined in the planning.
Count on specialized partners
From everything we have seen in this content, there is no doubt: the backup process should not be performed only on recommendation or obligation. A solid and successful activity demands management, monitoring, strategy and expertise.
Amid the daily work and priorities related to the main activities of the business (core business), it is common for companies to do not rely on the infrastructure, availability or even guidance to guide business backup.
In this sense, investing in specialized brands that provide such services is essential. Thus, you guarantee the effectiveness of backups, and you can focus time, resources and efforts on strategic procedures for the expansion of your sector or enterprise.
In this post, we have given some tips on how to backup , emphasizing the creation of a good plan and listing good practices. Running out of backup at a time when the business is increasingly reliant on its IT infrastructure is counting luck, and when it comes to business, it can result in being sidetracked from the path to success. Protect your data!
What do you think of the content? Did you have doubts about how to backup or do you want to complement something on the subject? Then, comment in the field below.
