BACK IT UP Protect your digital assets on multiple platforms

By Greg Harrand, columnist

Backing up data is an essential practice for any organization that values their digital assets. In today’s world, data is stored in various forms and on different platforms, such as on-premise servers and cloud servers. Therefore, it is important to know how to back up data on multiple platforms. This article will explore the best practices for backing up data on an on-premise server, a cloud server, and Microsoft Office 365.

On-premise server backups: An on-premise server is a physical server located on the premises of an organization. It is used to store data and provide services to other devices on the network. Backing up data on an on-premise server is critical because any loss of data can result in a significant impact on the organization’s operations.

Here are some best practices for backing up data on an on-premise server:

1. Decide which data to back up. The first step in backing up data on an on-premise server is to determine what data needs to be backed up. This involves identifying critical data that cannot be lost and ensuring that it is backed up regularly.

2. Choose the right backup solution. There are different types of backup solutions available. The three most common are full backup, incremental backup, and differential backup. Full backups are the most basic and complete – backing up all data to a storage device, such as a disk or tap. Every operation is backed up, providing a complete copy of all data, stored on a single type of media. Full backups take longer to perform and require more storage space. Incremental backups copy only data that has changed since the last backup operation of any type. Incremental backups can be run frequently because they’re fast and require less storage. Differential backups are like incremental backups the first time that the operation is performed. Subsequent differential backups copy all data that’s changed since the previous full backup. Differential backups require more time and space than their incremental counterparts, but they are faster and demand less space than full backups. Choose the right backup solution that suits the organization’s needs.

3. Schedule backups. Set up a backup schedule that is appropriate for the organiza- tion. This could be daily, weekly or monthly. The backup schedule should also consider the organization’s peak hours of operation to avoid downtime.

4. Test backups. Regularly testing backups is crucial to ensure that the data can be restored if needed. Performing a backup restore test periodically can help identify any issues with the backup process.

Cloud server backups: Cloud computing has become a popular method for storing and accessing data because it provides flexibility, scalability and cost-effectiveness. However, data stored in the cloud is not immune to loss. Here are some best practices for backing up data on a cloud server:

1. Choose a reliable cloud provider. Select a reputable cloud provider that offers data backup services. Check their backup policy to ensure that it aligns with the organization’s backup requirements.

2. Use multiple backup locations. Backing up data in multiple locations can mitigate the risk of data loss. This involves backing up data to multiple cloud providers or to an on-premise server.

3. Encrypt backups. Encrypting backups is essential for securing data against unauthorized access. Choose a cloud provider that offers encryption services or encrypt the data before uploading it to the cloud.

4. Schedule backups. Set up a backup schedule that is appropriate for the organization. The backup schedule should consider the cloud provider’s maintenance schedule to avoid any downtime.

Microsoft Office 365: is a powerful suite of productivity tools that have become increasingly popular among businesses and individuals alike. However, while Office 365 offers many benefits, it’s essential to have a backup system in place to safeguard your data in case of unforeseen data loss or accidental deletion. Here are some steps to ensure that you do not lose critical information.

1. Understand what you need to back up. Before you start backing up your Office 365 data, it’s essential to understand what you need to back up. The following are some of the Office 365 data that you should back up: Emails, calendars, contacts, OneDrive and SharePoint documents, Teams conversations and files, Exchange online mailboxes.

2. Choose a backup solution. Data living in the cloud, like that in Office 365, has limitations, and still requires purposeful backups. Once you understand what you need to backup, the next step is to choose a backup solution that meets your needs. A third-party tool like AvePoint Cloud Backup allows your Office 365 data to be backed up.

3. Set up a backup schedule. Once you’ve chosen a backup solution, the next step is to set up a backup schedule. It’s crucial to have a backup schedule in place to ensure that your data is regularly backed up and to avoid data loss in case of unforeseen circumstances.

Monitor your backups regularly to ensure that they’re working correctly and that your data is being backed up as expected. You should also test your backups regularly to ensure that your data can be restored in case of data loss. This involves restoring a backup of your data and checking that everything is working correctly.

Backing up data is essential for ensuring that the organization’s operations are not impacted by data loss. Whether an organization uses an on-premise server or a cloud server, it is important to implement best practices for backing up data. These practices include determining what data to back up, choosing the right backup solution, scheduling backups, testing backups, choosing a reliable cloud provider, using multiple backup locations, and encrypting backups. By implementing these practices, organizations can ensure that their data is secure and can be restored if needed.

Greg Harrand is a senior fractional CIO at Safety Net, a local IT managed service provider, where he specializes in disaster recovery and business continuity planning. With a strong background in accounting and financial systems, Greg has more than 30 years of IT experience both as an independent consultant and with many successful businesses throughout northern Michigan.