Data Backup Against Data Loss: How Important Is a Backup?
A backup (security copy) protects against the irreversible loss of critical digital business data. Over time, backup strategies have evolved. While physical storage media such as magnetic tapes, CDs, and hard drives played a significant role in the early years, cloud solutions have become the preferred choice today.
However, it is not just storage locations that have changed. The introduction of the General Data Protection Regulation (GDPR) within the EU has tightened data handling and security requirements. Today, businesses must not only protect their data from loss but also comply with technical and organisational measures (TOMs).
This makes a well-functioning backup more important than ever.
What Is a Backup? Definition
A backup is an additional copy of digital data, stored separately to restore documents, files, images, etc., in case of accidental deletion, corruption, or virus infection.
The term itself originates from English and means “safeguarding.” This already encapsulates the purpose of a backup: to protect original data by providing a second, readily accessible copy. In case of data loss, this backup can be restored to the original system with just a few clicks – a process known as a restore.
Backups can be stored on various media: external hard drives, USB sticks, or cloud storage. Optical storage media such as DVDs are still used occasionally.
Data backups can be performed manually or automatically using specialised backup software, which creates new copies at regular intervals. Regardless of the method used, the key is ensuring that backups are created in a timely manner and updated regularly. Only then can critical data be effectively protected from complete loss.
How Often Should Data Be Backed Up?
Backups should be performed at regular intervals, depending on the frequency of data changes. Businesses with high data activity, such as financial institutions, typically conduct daily or even hourly backups. Smaller businesses with less frequent data changes may find weekly backups sufficient. The backup strategy should be reviewed and adjusted as needed.
General guidelines:
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If important data changes daily, backups should also be performed daily.
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Less frequently updated data can be backed up weekly or monthly.
How Many Backups Should Be Created?
At least three copies of each file should exist. Two copies should be stored on external storage devices, such as two USB sticks or an external hard drive and a USB stick. Alternatively, data can be stored in the cloud.
Ideally, the daily or weekly backup should be stored on medium 1, while the weekly or monthly backup is saved on medium 2.
Additionally, a full backup (master backup) should be conducted monthly or quarterly and stored separately. This approach follows the well-known 3-2-1 rule.
Maximum Protection Against Data Loss: The 3-2-1 Rule
The 3-2-1 rule is based on three fundamental principles:
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3 copies of the data: The original data (primary data) and 2 backups
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2 different storage media
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1 master copy stored separately
Advantages:
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High level of data security
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Flexibility
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Easy recovery
Disadvantages:
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Cost-intensive
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Time-consuming
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Complex implementation
Which Data Must Businesses Back Up?
Businesses are legally required to back up various types of data essential for operations or subject to legal retention requirements. Key data categories include:
1. Financial Data
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Accounting records and invoices: Under Section 147 of the German Fiscal Code (AO), tax-relevant documents must be retained for at least 10 years.
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Annual financial statements and balance sheets: These must also be kept for a minimum of 10 years.
2. Customer Data
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Contracts and invoices: Must be retained for 10 years in accordance with tax laws.
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Data without contractual relevance: Must be deleted once their purpose is fulfilled, as required by the GDPR.
3. Contract Data
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Contracts and agreements: Must be retained for at least as long as the statutory warranty period applies (usually 2 years).
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Documents of long-term relevance: Such as property documents or corporate agreements, which are typically stored permanently.
4. Databases
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Production and process data: While no legal retention period applies, they should be stored as long as they are operationally required.
5. Employee Data
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Personnel files: Payroll-related data should be stored for up to 10 years after termination of employment.
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Payroll and salary records: Must be retained for 10 years to meet tax and social security requirements.
Important Notes:
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Retention periods start at the end of the calendar year in which the document was created.
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Businesses are responsible for ensuring compliance with retention obligations and must delete data after the required period.
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Industry-specific regulations may apply and should be considered when setting up a backup strategy.
Encryption of Data
In many cases, simply backing up data is not enough. Sensitive data, such as financial records or customer information, must be encrypted to prevent unauthorised access.
Non-compliance with legal retention and security regulations can result in legal consequences. Businesses should be aware of the applicable regulations and implement appropriate backup solutions.
Types of Data Backup
Full Backup
A full backup copies all selected data, regardless of whether it has changed since the last backup.
Pros: Simple recovery, complete data protection.
Cons: High storage requirements, time-consuming process.
Incremental Backup
Only data changed since the last backup is saved.
Pros: Faster backups, less storage needed.
Cons: Restoring requires all incremental backups in sequence.
Differential Backup
Saves all changes made since the last full backup.
Pros: Easier recovery than incremental backups.
Cons: Requires more storage space.
Image Backup (Disk Image)
Creates a complete copy of the entire system, including the operating system, applications, and configurations.
Pros: Complete system recovery possible.
Cons: High storage and time requirements.
Mirroring (Real-Time Backup)
Creates an exact real-time copy of data.
Pros: Immediate availability, fast recovery.
Cons: High storage requirements, no version history.
Backup Software Solutions for Businesses
Many businesses rely on specialised backup software to streamline data protection.
1. VM Backup
Ideal for virtual machines (VMs). Features include:
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Centralised management
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Automated backups
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Cloud integration
2. BackupAssist
A Windows-based solution for businesses of all sizes. Features:
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Multiple backup options
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Cloud backup support
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Automated scheduling
3. Veeam Backup & Replication
Designed for larger enterprises. Features:
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Rapid recovery
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Cloud integration
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Application-aware backups
Key Features of Backup Software
An effective backup solution should:
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Have an intuitive user interface
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Offer automated and regular backups
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Provide fast recovery options
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Be scalable to adapt to business growth
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Support cloud storage integration
Looking for a suitable backup solution? Our sales team will be happy to assist you.