Task 12: Assess if Backups Are Required and Deploy As Needed

Why Backups Matter

Data loss is one of the most devastating and expensive events a small business can face.

Whether it’s caused by ransomware, hardware failure, accidental deletion, or even disgruntled employees, losing your critical files could mean lost income, lost customers, or worse—going out of business.

But that doesn’t mean every device or system needs a backup. One of the most important things you can do is take a few minutes to evaluate what data is truly important to your business and whether it’s already protected by a backup—either by you or someone else (like a cloud provider).

This Task will walk you through how to assess which devices and systems need backup and how to choose the right solution when it’s needed.

Step 1: Identify What Needs Backing Up

Not everything needs a backup. Start by asking the following questions:

  • What data is critical to running your business?
    • Financial records
    • Customer information
    • Operational documents
    • Custom software or tools
  • Where does that data live?
    • On local computers or servers?
    • In cloud platforms like Google Workspace, Microsoft 365, QuickBooks Online, or Dropbox?

In some cases, the devices that you decide to protect with Managed Detection and Response (MDR) will be the same as those that hold the critical data that you may want to backup. So that could be a good place to start.

Make a short list of critical data + where it lives. You’ll use this to decide what needs a backup and what doesn’t.

Step 2: Know When a Backup Isn’t Necessary

Some systems often don’t require additional backups:

  • Cloud email and file platforms like Google Workspace and Microsoft 365 do have some built-in protection, though they are not immune to deletion or ransomware without third-party backups. They also need to be correctly configured and tested.
  • Temporary or replaceable devices like a kiosk PC or conference room laptop often don’t need full backups. A fresh OS reinstall is enough in case of failure.

That said, cloud ≠ backup. If your business is storing critical files in Google Drive or SharePoint, we strongly recommend a third-party backup solution for cloud services. These tools can recover files from accidental deletion, ransomware, or disgruntled employee sabotage.

Step 3: Select the Right Backup Strategy

Choose the simplest, most reliable option that matches your needs and budget. Historically, backups were local and required expensive equipment and service contracts. One great thing about internet-based services is that they’ve dramatically improved the reliability of backups while decreasing costs and reducing the technical workload requirement.

Let’s look at some common backup solutions used at many organizations today:

🔹 Local Backup + Cloud Sync (Good)

  • Use tools like Windows File History or macOS Time Machine
  • Sync data to an external drive or NAS device
  • Combine with cloud sync (Google Drive, OneDrive, Dropbox)

✅ Budget-friendly
❌ Not immune to fire, theft, ransomware

🔹 Cloud-to-Cloud Backup (Better)

  • Use tools like SpinOne, Afi, or Dropsuite to back up Google Workspace or M365

✅ Protects SaaS data
✅ Quick restore
❌ Monthly cost

🔹 Full Business Backup Solution (Best)

  • Backup entire devices or servers to the cloud (e.g., with Acronis, Backblaze for Business, Veeam)
  • Includes image-based backups, ransomware protection, and fast recovery options
  • Backup solutions that mention business continuity are typically enterprise-grade, offering greater security and reliability for the most critical devices

✅ Strongest protection
✅ Ideal for critical servers or legacy systems
❌ Requires a bit more setup

Step 4: Implement It (When Needed)

Once you’ve assessed what needs backing up, take action:

  • For local computers, consider tools like Macrium Reflect, Acronis Cyber Protect, Datto, or Backblaze
  • For cloud platforms, sign up for a service that backs up Gmail, Drive, Outlook, OneDrive, etc.
  • For servers or critical computers, consider full image backups with business continuity or adding them to a managed backup service

💡 Already using Guardian Angel Security Essentials™? Backup options are available as an add-on.

Step 5: Test and Review Periodically

Once deployed, it’s not a set-it-and-forget-it task.

  • Make sure that you fully understand the recovery process. If it’s a file or folder, you should know how to retrieve it from the cloud or local backup. If you need to restore an entire machine image, make sure you understand and/or practice the steps required to perform the install. There are a lot of options for backup types and restoration; choose one that works well for your business operations, capabilities, needs, and budget.
  • You need to test restores at least twice a year. A backup is only as good as far as it has been tested!
  • Make sure new files and systems are covered as your business grows.
  • Set calendar reminders to review your backup plan every 6–12 months.

Final Thoughts

Backups aren’t the most exciting or glamorous IT function — but they’re a lifeline when things go wrong. Take the time now to:

✅ Assess your needs
✅ Back up what matters
✅ Ignore what doesn’t
✅ And test regularly

A strong backup strategy gives you peace of mind and protects you from catastrophe—without overspending or overcomplicating your setup.