You have a backup, but you can still lose your data. Do you know why?

Many companies operate with the confidence that they have a backup, but this by no means guarantees security. In fact, the majority of organizations that have suffered data loss are precisely those who had some kind of backup solution, which, however, did not work when it was needed most.

We are creating this article specifically for companies who think that the backup issue is resolved simply because a backup exists, albeit without a guarantee of reliability. 

Mistake #1: You’ve never tested your backup

This is the most common mistake, as many organizations don’t even consider themselves at risk. For them, backup processes usually run in the background, and no one has ever checked if the files can actually restore a working system. The reasons why this may not work out are:

• Problems with the files, which, while saved successfully, cannot be read. Causes may include hardware problems, interrupted transfer, or backup software glitches. 
• Incomplete archives: The backup process may cover most data but miss recently added directories, configurations, and documents. 
• Problems with data and backup software versions and compatibility between them. 
• Missing dependencies in the backup, which prevent restored files from starting (configurations, certificates, system components).

AbsCloud Data Center’s recommendation: Conduct regular recovery tests (at least once a month for critical systems) that check not just the existence of backup copies but also allow real booting of the restored systems in an isolated environment. 

See more on the topic: How to conduct a successful Disaster Recovery test

Mistake #2: Too wide access to backup systems

Backup is a copy of everything important in the organization. If it is available to a large number of people and teams, it is likely also more vulnerable to attack. Modern cyber attacks threaten not just production data, but also backup copies. If access, network, and permissions for them are identical, backup files will likely be compromised in the same way as all others. 

Here are the factors that carry the most risk:

• Shared access to both the live environment and backups, which, if compromised, affects all files.
• Backup is in the same network zone as the servers it is backing up. 
• Too many people have access, any of whom can access, read, or delete backup copies (intentionally or by mistake). 

Our advice is for the backup system to be isolated both in terms of network and administration from the production environment, so it cannot be modified or deleted if attacked. An additional safety level can be added with an offline backup copy, which is not physically connected to the same network. 

Mistake #3: Outdated archives and policy

It’s important to know and define how far back you have archives available so that you are prepared for different threats. If your hard drive breaks today, yesterday’s backup may be enough. But if ransomware encrypted the data three weeks ago, and it was discovered only today, you will need a backup from before the infection. Similarly, you may discover after some time that an employee deleted critical records and no one noticed, making recent backups insufficient.

This is why you must carefully define the exact time period for which you retain archives:

• Too short a period (e.g. only the last 7 days) is a common, but completely insufficient setup in most data loss scenarios.
• Only one copy per day might not be enough for intensive operations, where hours of work from multiple teams and many transactions can be lost.
• Keeping just one full copy of the data without detailed breakdown means that if you need to recover a single file, you have to restore the entire system to a previous date with all the consequences of that.  
• If you’re in a strictly regulated industry and operate with specific types of data, you are also subject to special requirements for archiving and availability of copies. 

The conclusion from all listed is that your backup retention policy should be based on specific scenarios and not only on available disk space. A good practice example is to have daily backups for the past 30 days, weekly backups for the last 3 months, and monthly archives for the last year. 

Mistake #4: Backup only in one place

The fact that you have a backup does not protect you from all possible threats, especially when the archived copy is in one location, on one device, and near your main systems. Here are some common problems you may encounter:

• You have only a local backup, but if the server room is physically destroyed (fire, flood, theft of equipment), the archives are affected together with the production environment.
• You have a Cloud archive but no local copy, which means if there is a problem with the service provider, an expired subscription, or interrupted internet connectivity, access to the data will be blocked. 
• You have a backup in the same data center, which is necessary but not sufficient for complete security. It is a good idea to provide data replication to a second location (disaster recovery location, remote physical medium etc.).

Mistake #5: Backup with no documented recovery process

The backup system and process are set up by a specialist who knows every detail. But what happens if this person is absent just when a post-incident recovery is needed? There’s never a good time for a critical failure, and your business should be ready even if it happens during holidays or your busiest period. 

That’s why the process should not remain in one person’s head, but be clearly documented and executable by a suitable specialist at any moment. 

The documentation should include:

• A list of all archived assets (systems, directories, databases, etc.).
• Location and accessibility of the archives.
• Recovery procedures for every system type. 
• Recovery Time Objective (RTO) – expected and maximum permissible recovery time.
• Contacts of responsible persons and vendors.
• Results from the last recovery test.

This documentation should be available and up-to-date even when the main systems are down. 

Mistake #6: The backup strategy doesn’t follow business growth

A backup strategy designed a few years ago rarely reflects an organization’s current needs. Most likely in the past months, you’ve added new applications, databases, systems, more consumption, and new infrastructure. All of this should be regularly audited and be a reason for updating your backup plan. 

Is your business at risk?

If you cannot answer the following questions immediately, your backup strategy certainly needs review and updating:

• When was the last successful backup recovery test? We’re talking about a real check that a working system can be restored from the archive.
• In case of a cyberattack today, what is the oldest clean copy of the data, files, and systems available on a different network?
• If your key IT specialist or even team is unavailable, who can fully restore files and systems?

The role of the data center in your backup strategy

Colocation in a data center answers part of the problems related to having up-to-date and functional backup copies. Physical security, redundant power supply, and a controlled environment reduce the risk of hardware failure but do not fulfill 100% of the backup plan. 

What the data center provides is a stable environment for backup infrastructure, connectivity for replication of data between locations, and a suitable point for an off-site archive copy. In addition, the disaster recovery point can bring many more benefits for protecting your information outside the main location where your server equipment is located.   

If you want to discuss and plan a reliable backup and disaster recovery infrastructure suitable for your organization, get in touch with the AbsCloud Data Center team today. We will help you organize your processes so that all critical data can be restored exactly when needed. 

See also:

How to conduct a successful Disaster Recovery test and why most companies skip it

What happens in the data center when the power goes out

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