How data backup and disaster recovery protect your business from data loss, the four backup types compared, what to look for in a provider, and how IT Solutions Technology Partners delivers it.
A data backup and disaster recovery plan is the combination of processes and technology that keeps a business running when data is lost or systems go down, from a single failed drive to a flood, power outage, or ransomware attack. ITS helps businesses build these plans so they can recover files quickly, meet compliance requirements, and keep operating through disruption.
What is a data backup and disaster recovery plan?
A data backup and disaster recovery plan documents how a business copies its data, where those copies are stored, and how quickly it can restore operations after a disruption. Backup is the act of copying data to a safe location. Disaster recovery is the broader plan for getting people, systems, and access back online when something goes wrong.
Your data is your business, so data backup and recovery is one of the most critical pieces of any disaster recovery plan. A sound plan starts with an inventory and analysis of your hardware (servers, desktops, laptops, and wireless devices), software applications, and data, including how often you back up and how quickly you need to restore. Hard drives and tapes are still a feasible option, but rebuilding a server from them can be slow and costly to operations. Newer technology transfers data offsite to a secure location every night, so recovery does not depend on hardware inside your building.
Why does your business need a backup and disaster recovery plan?
Every business needs a backup and disaster recovery plan because disasters come in all shapes and sizes, and even small events can bring operations to a standstill. A failed network switch, a computer virus, an accidental deletion, embezzlement, a plumbing leak in the office above you, or a flu outbreak that keeps staff home for a week can each halt a business that is not prepared.
Data has also become a prime commodity for attackers. A best-practices backup solution cannot prevent data from being stolen, which is a separate security discipline, but it can ensure you recover it, which limits downtime and cost.
Firms that store databases of personally identifiable information (PII), such as those in legal, healthcare, and financial services, are at higher risk than most. They are more attractive targets, and they face greater loss from sanctions and penalties if data is stolen, overwritten, or damaged. For these regulated businesses, a third-party backup and restoration solution can be the difference between recovering and closing, and it can make compliance with frameworks like HIPAA, PCI-DSS, and FINRA easier to demonstrate.
What are the four types of data backup?
There are four data backup methods: full, mirror, incremental, and differential. Each balances speed, storage, and restore reliability differently, which is why the choice matters. Some methods do not copy all of a firm’s data every time, so the wrong choice can leave gaps between backups.
| Backup type | What it does | Speed and storage | Trade-off |
| Full | Copies all selected files and folders | Slowest, uses the most storage | Most comprehensive, and restore can be faster than other methods |
| Mirror | Creates an exact copy of the source data | Saves space, holds no obsolete files | If a source file is deleted and unnoticed, it is dropped at the next backup and lost |
| Incremental | Copies only the changes since the last backup | Fastest, lowest storage needs | Slower to restore, and one corrupt increment can block full restoration |
| Differential | Records all changes since the last full backup | Faster and lighter than a full backup | A middle ground between full and incremental, without the incremental’s restore risk |
Firms that rely on incremental backups often run a fresh full backup periodically to refresh their data store and reduce the risk of a broken restore chain.
How do you evaluate your current backup system?
Even a business that already has a backup solution should confirm it meets current needs. IT Solutions Technology Partners recommends working through the checklist below to document the true scope of your backup program and estimate your exposure if a restore should fail.
- Inventory and analyze your computing resources, including hardware (servers, desktops, laptops, thin clients, and wireless devices) and software applications.
- Identify all your data stores, whether on premise or in a remote or cloud location.
- Confirm whether users rely on any backup outside company control. Many organizations are surprised to learn how much company data sits on personal Google Drive accounts, external drives, or USB sticks.
- Evaluate and document your current backup program, including frequency, on-site and off-site storage locations, methods (full, incremental, and so on), and target restoration times.
- Consider how staff would actually access backed-up data. Does your solution support single-file restoration, or would you need a complete restore?
- If your backup is already replicated offsite, confirm the facility is a high-security datacenter.
What should you look for in a backup provider?
The right backup provider should match your recovery needs, security requirements, and compliance obligations, not just run the software. Before selecting one, ask the following:
- Can the solution restore individual files or folders, and how long do backup and restoration take? Will that affect your ability to work?
- Can the provider deliver the support level you need? For most firms, 24×7 coverage is the best option.
- If your firm is subject to industry-specific regulations, does the provider hold the certifications required to handle your data?
- Is data secured, encrypted, or otherwise protected both in transit and at rest?
- Does the pricing include everything, or will there be add-ons?
Many companies choose an end-to-end, packaged option known as Backup as a Service (BaaS), where files, folders, and drives are stored in a remote repository accessed over a high-speed network connection, and the provider takes responsibility for backup, continuity, and access. Restoration can be granular, down to a single file, or cover a full server or archive. BaaS is a significant step up from managing on-site hardware, but decision makers should look past the software alone. Any time data moves between systems it can be placed at risk, and transitioning to a third-party solution can involve a multi-step migration: discover, strategize, design, plan, and migrate. The cleaner scenario is a secure, unbroken transfer between a client backup appliance and the provider’s secure location, with no legacy data platforms to untangle.
How does IT Solutions Technology Partners support data backup and disaster recovery?
ITS is a managed IT provider founded in 1994, operating from 14 offices, that helps regulated organizations in healthcare, legal, and financial services protect their data with backup and disaster recovery. ITS recommends backing up with the ITS Data Vault or a comparable device, which enables a secure, unbroken transfer between a client backup appliance and an offsite datacenter, so responsibility for reliability sits with the provider rather than your technical staff.
Moving servers and related equipment out of your office and into a secure datacenter eliminates threats inside your building and shifts backup entirely offsite. Fully redundant server hosting is available through the ITS NearCloud plan. Hosting data offsite also eliminates expensive server hardware refreshes every few years, lowers power and cooling costs, and shifts IT infrastructure spending from a capital expense to an operating expense. Just as important, it keeps your workforce productive: staff can access email, files, and applications from home and conduct business as usual even if the office loses power.
To discuss data backup and recovery or to build a disaster recovery plan of your own, contact your Strategic Advisor today or call 1.866.PICK.ITS.
Frequently asked questions
How often should a business back up its data? There is no single number, but once a year, which some businesses still rely on, is far too infrequent. Even weekly or daily backups do not guarantee complete file recovery on their own. Backup frequency should be set against your target restoration times and how much data you could afford to lose between backups.
What is Backup as a Service (BaaS)? Backup as a Service (BaaS) is an end-to-end, packaged backup solution where files, folders, and drives are stored in a remote repository accessed over your network connection, and the provider takes responsibility for backup, continuity, and access. Restoration can be granular, from a single file up to a full archive.
Are regulated businesses at greater risk from data loss? Yes. Firms that store personally identifiable information (PII), such as those in legal, healthcare, and financial services, are both more attractive targets and face greater penalties if data is stolen, overwritten, or damaged. A third-party backup and restoration solution can also make it easier to meet compliance requirements.
Can a backup prevent data from being stolen? No. A backup solution cannot stop data from being stolen, which is a separate security discipline. What it does is ensure you can recover your data after a disaster, outage, or attack, which limits downtime and cost.
What are the benefits of hosting backups offsite? Hosting backups offsite in a secure datacenter removes threats inside your building, eliminates expensive server hardware refreshes, and lowers power and cooling costs. It also shifts IT infrastructure spending from a capital expense to an operating expense, and it lets staff reach email, files, and applications even when the office loses power.