Backups that actually work: the 3-2-1 rule for SMBs

Almost everyone “has some kind of backup”. But the question that matters is: after an outage, theft, or ransomware attack, can you actually restore your data? Surprisingly often the answer is no, the backup was incomplete, outdated, or stored in the same place that was also hit. A reliable approach starts with the 3-2-1 rule.

What the 3-2-1 rule means

A simple, proven rule of thumb:

• 3 copies of your important data (the original plus two backups);
• 2 different types of storage (for example a local drive and the cloud);
• 1 copy in another location or offline.

That one offline or immutable copy is what saves you from ransomware: if the attacker cannot reach it, you can always restore.

Just as important: testing

A backup that has never been restored is an assumption, not a certainty. Schedule a periodic restore test: actually restore a file or system and check that it works. This exposes problems before you discover them in a crisis.

What to watch for

• What do you back up? Not just files, but also email, cloud applications, and settings. Note: cloud services are not automatically a backup.
• How often? Match the frequency to how much work you are willing to lose at most (a day? an hour?).
• How long do you keep it? Multiple versions, so you can also go back to before an infection you only notice later.
• Is it encrypted? Backups with personal data in particular should be secured.

Part of a bigger picture

Backups are your last safety net, and thereby your strongest weapon against ransomware. They belong in a broader foundation together with MFA and an update policy, and in your IT policy so the agreements are recorded.

Help setting it up?

We help you set up a backup strategy that fits your business, including the restore tests that give certainty. See our cybersecurity service or book a conversation.