Many small businesses believe they’re protected because “everything is in OneDrive” or “in Google Drive”. But sync isn’t backup: if a file is deleted, corrupted or encrypted by ransomware, that change syncs too. A real backup keeps independent copies and older versions you can restore.
In this article
What the business needs to protect
| What | Why |
|---|---|
| Microsoft 365 or Google Workspace email and files | Default recycle-bin retention is limited, and the provider protects the service, not your data against deletion or attack |
| Computers (Desktop, Documents) | Files that live only on the local drive are lost to hardware failure, theft or ransomware |
| Server or NAS (shared folders) | Usually holds the most important files |
| Systems and databases (ERP, accounting, invoicing) | Often sit on a single computer — ask the software vendor how to export and back them up |
How to set up the backup
- Follow the 3-2-1 rule: three copies, on two types of storage, one off-site — see the 3-2-1 backup rule.
- Keep an immutable or disconnected copy: cloud storage with immutability (the copy can’t be deleted or changed for a set period) or a disconnected drive in rotation. That’s what saves a business from ransomware.
- Automate it: a backup that depends on someone remembering eventually stops happening.
- Decide how much you can lose (RPO) and how fast you must recover (RTO): for example, lose at most 1 day of work and be back within 4 hours. That sets the frequency and type of solution.
- Test restores every month: restore a file, a folder and, periodically, a whole computer.
Types of solution
- Microsoft 365 / Google Workspace backup: dedicated tools copy mailboxes, OneDrive, SharePoint and Teams to separate storage, with item-level restore. There are offerings from Microsoft itself and from specialized vendors.
- PC and server backup to the cloud: an agent on each machine sends encrypted, versioned copies.
- NAS with cloud replication: the NAS keeps fast copies in the office and replicates to cloud storage with immutable versions.
What to check before signing up
- Encryption in transit and at rest, with a protected key.
- Immutability and retention (how long versions are kept).
- Data location and contract terms — important for privacy laws when personal data is involved.
- Restores: of a file, a mailbox, a whole computer — and how long they take.
- Cost per GB/TB stored and whether there are fees to download data during a restore.
- Console security: mandatory two-step verification and failure alerts.
FAQ
Isn’t OneDrive with version history enough?
It helps a lot — you can restore versions and even an entire folder. But it lives in the same account under the same credentials: if the account is compromised or deleted, the versions go with it. For critical data, also keep an independent copy.
Are external hard drives still worth it?
Yes, as one of the copies, as long as the drive is disconnected after the backup and rotated. On its own, it doesn’t protect against fire, theft or forgetting.
We’re a small business with 3 computers. Do we need all this?
The scale changes, but the principle doesn’t: automatic copies, one copy off-site and disconnected, and restore tests. Even a simple, inexpensive setup does the job — also see OneDrive full if storage is the bottleneck.
