The Importance of Data Backup for Cybersecurity

We often have backup plans in place for everyday situations—like keeping a spare house key or having an alternative breakfast option when our favorite isn’t available. However, when it comes to data, many assume it will always be safe and accessible. However, with cyberattacks becoming more common, that’s not a risk worth taking. In this article, we’ll explain why you should have a data backup, especially with cybersecurity in mind.

Note: This isn’t a step-by-step guide to setting up a full backup strategy but rather an overview of the main principles and why they matter.

What is Data Backup?

If you’re new to data protection, let’s start with the basics—what exactly is a data backup?
Simply put, it’s the process of making copies of your data so you can restore it if something goes wrong. Backups are an important part of cybersecurity, which helps to keep your information safe and accessible in case of cyberattacks, system crashes, physical damage to your device, or even human error.

Let’s briefly review the main functions of backup:

• A properly implemented data backup plan assists in protecting mission-critical information by copying it in different locations, minimizing loss from cyberattacks, system failures, or catastrophes. A practical approach includes the usage of cloud service or geographically distributed data centers to prevent site-related threats like theft or damage and provide uninterrupted access to critical data.
• At the time of data loss, regardless of the cause, backups are the only reliable method by which businesses can restore lost data quickly and minimize downtime. This is most relevant for companies that rely on real-time access to their data for such as customer trust and seamless operation.
• Most sectors are under strict data protection legislation, with frequent backups being required for continued compliance. Legal stipulations provide backup frequency and timeframe, especially in sensitive sectors like healthcare, finance, and governmental services. Failure to comply with such legislation results in large fines, and therefore, stable backup systems are as much a technical as a legal requirement.

General Overview of Different Types of Data Backup

As you probably already understood, data backup is necessary for maintaining the integrity of cybersecurity. A solid backup strategy guarantees that all critical data is protected and readily available when needed. To strengthen your cybersecurity measures, here are some best practices for data backup:

Local backups provide a reliable way to protect your data from cyber threats. They’re easy to set up and give you an extra copy of important files in case of emergencies. You can store local backups on external hard drives, USB drives, or NAS servers, depending on the amount of data you need to protect. However, local backups have some drawbacks. They are vulnerable to breaches during transport, and physical storage devices can be damaged or fail over time so these backups could be lost entirely.

• According to Handy Recovery Advisor’s data backup statistics, cloud backups have surpassed local backups in popularity, with 54% of surveyed users relying on them exclusively. Cloud storage offers the convenience of accessing data from anywhere in the world. However, the same report highlights a concerning trend: in the first eight months of 2023 alone, more than 360 million people fell victim to corporate and institutional data breaches in cloud storage. Additionally, one in four Americans had their health data exposed in a breach.
• If local backup devices can be damaged and cloud storage isn’t entirely secure from data leaks, what’s the solution? Enter hybrid backup—a method that combines the flexibility and scalability of the cloud plusthe security and manageability of local storage. With this approach, you store confidential data both off-site in the cloud and locally on your own equipment. The widely recommended 3-2-1 backup strategy is based on this concept. It suggests keeping three copies of your data on two different types of storage, with at least one backup stored offsite for added protection.

The Main Data Risks and the Role of Backup in Mitigation

In addition to defining what backups are and their different types, we thought it would be helpful to list the key scenarios where having a backup is absolutely necessary.

• Currently, ransomware attacks are the leading cause of data loss. Ransomware is a type of malware that locks users out of their files by encrypting them and then demands a ransom for access. Even if the ransom is paid, there’s no guarantee the files will be restored. Having a solid backup strategy is a much safer and more cost-effective solution. Regular backups allow you to restore your data without negotiating with cybercriminals.
• Technical failure is yet another common cause of data loss, including hardware failure, software corruption, and other system failure that makes data inaccessible. Backups, more so cloud backups, are a lifesaver in these situations. Cloud backups allow you to recover data in real-time on new devices, minimizing downtime and making operations flawless while repairs or replacements are executed.
• Last but not least, human error is still one of the biggest threats to data integrity. Staff can accidentally delete important documents or make unintended changes, and phishing attacks exploit these mistakes by tricking people into revealing sensitive information or downloading malware. With a reliable backup, organizations can restore previous versions of their data, undoing errors and minimizing the damage caused by such incidents.

How to Implement a Backup Strategy for Workplace Cybersecurity

While the specifics of a backup strategy may vary based on your industry and company size, the core principles for setting it up remain the same.

Note: If you have further questions about backup strategies or other cybersecurity concerns, we recommend visiting the community support page from Handy Recovery Advisor. There, users discuss various topics, share experiences, and provide solutions to common security issues.

Here are key steps to integrate a backup strategy:

• Start by identifying potential threats to your business’s data. Rank them from the most to the least likely. This evaluation will help you determine the best backup type to protect your data.
• Next, choose the backup option that best fits your needs—cloud storage, local backup, or a hybrid approach. While hybrid backup offers the highest level of security by covering nearly all data loss scenarios, it may be too expensive for a small startup. If you’re just starting out, a local backup is a solid choice. As your business expands, you can gradually upgrade to more complete backup solutions.
• Identify your most critical data, such as customer records, internal system passwords, and other sensitive information that needs the highest level of protection.
• Determine how often you need to back up your data. Set different backup schedules based on the importance and update frequency of each data type. For example, back up transaction records and CRM data hourly to minimize the risk of losing critical information, while less frequently updated data may only need backups once or twice a week.
• If you run a large company, assign specific individuals to oversee each stage of the backup process. This provides accountability and allows you to quickly identify any weak points or security risks in case of a data breach.
• We also suggest you implement extra security measures to protect your system. Setting up firewalls at both the network and device levels helps block unauthorized access. Encrypting data both in storage and during transmission guarantees that even if intercepted, it remains unreadable. Additionally, enabling multi-factor authentication (MFA) adds an extra layer of protection by requiring multiple verification steps before granting access.

Note: If you find these steps difficult, reach out to your backup service provider for assistance. They can help you set up and maintain a backup strategy to protect your data.

Wrapping Up

We hope this article has made it clear why backups are important for your workplace cybersecurity. Remember, having a backup strategy isn’t enough—you need to maintain it regularly. Be sure to run data recovery tests on your backups every now and then. These tests will show you if your recovery process works properly and help you identify any weaknesses. It’s also smart to delete any redundant data so that you can restore your system to its most up-to-date state if something goes wrong.

If you’re new to backups and their role in protecting your business, the process can feel overwhelming. In this case, consider reaching out to specialists for guidance. You don’t have to commit right away—starting with a paid consultation can help you decide whether to handle the backup strategy yourself or leave it to the experts.

FAQ

Is it mandatory for businesses to back up their data?

While not always a legal requirement, the majority of industry standards require data backups to provide data integrity and availability. For example, healthcare organizations in the United States must meet HIPAA standards, which involve backup requirements to protect patient information. Similarly, organizations that handle payment data must meet PCI DSS standards, which also require secure backups. Even if not legally obligated, backing up data is a smart practice that protects businesses against cyberattacks, technical failures, and human errors.

What are some security issues related to backups?

Poorly managed backups can create security risks, including:

• If backup devices or accounts aren’t properly secured, sensitive data can be exposed to hackers.
• Backups can become compromised by malware or errors introduced during the backup process.
• External drives and tapes can be lost, stolen, or damaged, leading to permanent data loss.
• Outdated encryption methods may fail to protect backups from modern cyber threats, leaving sensitive data vulnerable.

How do you protect backup data that is stored on the network?

To secure backup data stored on a network, follow these security steps:

• Make sure your backup data is encrypted both when it’s being transferred and when it’s stored, so unauthorized users can’t access it.
• Only allow authorized personnel to access your backup files. Use strong authentication and authorization protocols.
• Store backups on a dedicated network or isolate them from your main operational network to reduce exposure to cyber threats.
• Regularly update your backup systems with the latest security patches to minimize vulnerabilities.
• Continuously monitor your backup activities and set up alerts for any unusual behavior or potential security breaches.