Every business stores valuable data. But without a clear backup plan, that data is at risk. This guide explains simple, proven ways to protect your data – whether you’re running a small office or a large system.
You’ll learn what types of backups exist, how to use the 3-2-1 rule and why regular testing matters. We’ll also show how backup software and automation tools make the job easier.
Updated: August, 19, 2025
Basic Information About Backups
When it comes to backing up data, understanding the different types of backups is crucial.
Different Types of Backups: Full, Incremental & Differential
The three main types are full, incremental, and differential backups:
- Full Backup: This is a complete copy of all your data. While it provides the most comprehensive protection, it takes the most time and storage space.
- Incremental Backup: This type of backup only copies data that has changed since the last backup of any type (full or incremental). It’s faster and uses less space but can be slower to restore, as you’ll need all earlier backups to restore everything.
- Differential Backup: Similar to incremental, but it copies all data changed since the last full backup. It strikes a balance between speed and storage usage. The restoration is faster compared to incremental backups since only the last full backup and the latest differential backup are needed.
Most businesses mix these types. For example, a full backup once a week and incremental backups each day. This way, you get good protection without wasting time or storage.
See our deep dive into full, incremental and differential backup strategies.
On-Site vs. Off-Site Backups
Deciding where to store your backups is another critical aspect of your strategy. You can choose between on-site and off-site backups, or a combination of both:
- On-Site Backups: These are stored locally, on the same premises as your primary data. They offer quick access and recovery times but are vulnerable to physical damage, theft, and local disasters.
- Off-Site Backups: These are stored in a different location, often in the cloud. They provide protection against local disasters and physical damage but may have slower recovery times and can incur additional costs.
- To stay protected, most businesses combine both. On-site for speed. Off-site for safety.
For instance, Bareos, an open-source backup solution, supports both local and remote backups, giving you flexibility and comprehensive protection.
Best Practices for Backup Strategies
Choosing the Right Backup Software and Hardware
Your backup setup needs the right tools for implementing an efficient backup strategy. That means software that fits your system and storage that fits your data.
Choose backup software that’s easy to use, works with your systems and can scale if your setup grows. Automation also helps – backups should run on schedule without you thinking about it.
Bareos is one option. It’s open-source and works on many systems. It handles complex setups but also fits smaller ones. Because it’s open-source, it’s flexible and easy to inspect. That matters for security and long-term support.
Having enough storage capacity and choosing reliable storage media is essential for an effective backup strategy. Here are some popular options:
- Local Disk Array: Fast and reliable first stage storage, fast to backup and restore. Good for daily use
- Tape: Reliable and secure storage. It can be stored offline, which protects against ransomware and allows air-gapping. Lowest cost per Terabyte
- Cloud Storage: Keeps a copy off-site. Useful for remote access or disaster recovery
Each option has its benefits and using a combination of them can offer robust data protection. Also think about your data. Big files need different setups than many small ones. Bareos allows you to customize its setup to optimize for different data types. Common in large enterprises, these solutions offer high performance, reliability, and scalability for handling large volumes of data efficiently.
Automating and Scheduling Backups
Automating your backup processes ensures that your data is regularly protected without manual intervention. Here are some best practices:
- Frequency: Determine how often backups should be performed based on how frequently your data changes. For most businesses, daily backups are a minimum requirement.
- Scheduling: Schedule backups during off-peak hours to minimize the impact on your system performance.
- Retention Policies: Establish how long you need to retain backups. This will depend on your storage capacity and regulatory requirements.
Bareos makes all this easier. You can set backup times, automate everything and choose how long to keep each copy.
Implementing the 3-2-1 Backup Strategy
One of the most reliable backup strategies is the 3-2-1 rule:
- 3 Copies of Your Data: One primary and two backups.
- 2 Different Storage Types: Such as local drives and cloud storage.
- 1 Off-Site Copy: To protect against local disasters.
That setup covers most risks. If a disk fails or your building is hit by disaster, you still have a copy elsewhere. Using technologies like tape libraries and robots can create an airgap, adding an extra layer of security, especially against ransomware.
Security Measures for Backup Protection
Air-Gapping Your Backups
Air-gapping is a security measure that physically isolates a copy of your data from the network, making it inaccessible to hackers and ransomware attacks. This technique involves creating an offline copy of your backups that is not connected to any network, thus providing an “air gap.” Air-gapped backups are often stored on removable media such as tape drives or external hard drives, which can be disconnected and stored securely. This approach ensures that even if your network is compromised, your critical data remains protected.
Regular Testing Your Backups
It’s not enough to just create backups; you must also ensure they are reliable and can be restored when needed. Regularly test your backups by performing trial restorations. This helps you verify the integrity of your backups and ensures that your data can be recovered in case of an emergency.
Recovering from Data Loss
A disaster recovery plan (DRP) outlines the steps your business will take to recover from a catastrophic event. It should include:
- Risk Assessment: Identify potential threats to your data.
- Recovery Objectives: Define your Recovery Time Objective (RTO) and Recovery Point Objective (RPO). RTO is the maximum acceptable amount of time to restore a system after a disaster, while RPO is the maximum acceptable amount of data loss measured in time.
- Backup and Restoration Procedures: Detailed instructions on how to restore data from backups.
- Communication Plan: Procedures for communicating with employees, customers, and stakeholders during a disaster.
For full system restores, tools like ReaR (Relax-and-Recover) help you rebuild Linux machines quickly. It works with Bareos and supports bare metal recovery from backup.
*Bareos is also working on Windows bare metal recovery. This will allow you to fully restore Windows systems from Bareos backups. We’ll share more details soon.
Conclusion
Implementing a comprehensive data backup strategy is vital for protecting your business against data loss. By understanding the different types of backups, choosing the right storage solutions, and following best practices for scheduling and testing, you can ensure your data is always safe.
Bareos gives you the tools to do all that. It’s flexible, open, and works in many setups. With the right setup, your data stays safe – even when things go wrong.
Need help planning your backup setup?
Contact us to talk about your needs. We’re happy to help.