Backup 101: Frequently Asked Backup Questions

04 Nov Backup 101: Frequently Asked Backup Questions

This blog takes you through some of the most common questions about backups, giving you straight answers that will help you make the best decisions for your business.

Does OneDrive Or Microsoft 365 Back Up My Data?

This is probably the most common source of confusion. Services like OneDrive, SharePoint, or Gmail are excellent for productivity, collaboration, and keeping versions of documents handy, but they are not full backup solutions.

Microsoft, for example, makes it clear in its own documentation that customers retain responsibility for protecting their data. Files might be recoverable for a short window if they’re accidentally deleted, but that’s not the same as having a dedicated copy of your data stored separately from your main environment.

Put simply, sync and storage are not the same thing as backup. A true backup means having an independent copy of your data in a secure location, ready to restore when you need it most.

What’s The Difference Between Backup And Disaster Recovery?

They are closely related, but they represent different levels of protection.

Think of backup as making a copy of your important house keys and putting them somewhere safe. If you lose your originals, you’ve still got a spare. Disaster recovery, on the other hand, is more like having a plan to replace your whole house if it burns down.

In IT terms, backup secures your files and systems, but disaster recovery goes further, focusing on restoring critical business operations in the shortest possible time after a major incident. Both matter, but for SMBs, backup is the foundational layer without which disaster recovery isn’t possible.

How Often Should I Back Up My Data?

The simple answer is: as often as your business needs it. Daily backups are common, but the right frequency depends on how much data your business can afford to lose.

This is where the concept of Recovery Point Objective (RPO) comes in. If losing a day’s worth of data would create too much disruption or financial impact, you’ll want more frequent backups.

For many SMBs, scheduling automated daily incremental backups strikes a good balance between protection and practicality, ensuring you can always get back to a recent, usable state.

Is Cloud Backup Enough Or Do I Still Need On-Premises Backup?

This is an fantastic for resilience, flexibility, and removing the need for bulky hardware. However, relying entirely on the cloud is not always the perfect answer. Factors like internet speed, downtime risk, and regulatory requirements may mean you still want on-premises storage as part of your plan.

That’s why many businesses now choose a hybrid approach: storing one backup copy in the cloud for accessibility and resilience, and another on local devices for fast recovery times. The combination gives peace of mind that your bases are covered.

How Long Should Backups Be Kept?

Retention policies vary, and the right answer depends on your industry and business needs. For many general-purpose environments, keeping backups for 30, 60, or 90 days is common. But in sectors like finance or healthcare, regulations may require you to store data backups for several years.

Remember that longer retention carries storage costs, but deleting old backups too quickly could create compliance risks or leave you unable to retrieve critical information later. It’s worth reviewing your regulatory obligations and setting your backup retention policy with those requirements in mind.

How Secure Is My Backup Data In The Cloud?

It’s natural to be cautious about placing sensitive business data in the cloud, but good providers build security in from the ground up. Look for features like end-to-end encryption, secure data centres, and strict access controls.

Many providers also comply with industry standards such as ISO or GDPR, helping ensure your backups meet regulatory obligations. Ultimately, a reputable backup service will often keep your data safer than you could on-site, with advanced protection against theft, fire, or natural disasters.

Will it Slow Down My Systems?

Older backup solutions were notorious for hogging resources, slowing down networks, or requiring employees to stop work at inconvenient times. Thankfully, times have changed.

Modern solutions use incremental backup technology, which means that after the first full backup is created, only changes to files are saved. This makes backups faster, less bandwidth-intensive, and unlikely to interrupt everyday work.

So no, you won’t see your systems grind to a halt while your data is being secured.

What Should I Look For In A Good Solution?

Choosing a backup solution is about more than just picking the cheapest option. You’ll want to think carefully about a few essentials:

• Ease of use: you shouldn’t need a team of specialists to manage daily backups.
• Flexibility: your business is growing and changing, so your backup solution should keep up.
• Security: encryption, compliance, and access control are non-negotiable.
• Support: if something goes wrong, you want reassurance that help is on hand.

Modern solutions typically combine all of these qualities, making it easier for smaller businesses to protect their data without unnecessary complication.

Building Confidence In Your Plan

So where does this leave you? Backup isn’t something to leave on the backburner, and it’s not something to treat as ‘done’ just because you’ve moved into the cloud. The questions above show there are plenty of common misunderstandings, but the fundamentals are straightforward: you need a reliable, secure, and fit-for-purpose backup strategy that matches your business needs.

By putting the right solution in place, you’ll gain the peace of mind that comes from knowing your business can withstand data loss and bounce back quickly from unexpected events. If you’d like support building a backup plan that works for your business, contact us to find out more.