Backups that actually work

By New Jersey IT Solutions Team · Updated 2026-10-29

Steps

1. List what you cannot lose. Accounting files, customer records, contracts, photos, shared folders. Write the list down.
2. Find where each one lives. On one computer, on a server, in Microsoft 365 or Google, or in an app. You can only back up what you can find.
3. Follow the 3-2-1 rule. Three copies, two kinds of storage, one copy offsite or in the cloud.
4. Keep one copy that a crook cannot reach. Ransomware also encrypts backups it can reach. Keep one copy offline or in a service that cannot be changed from your network.
5. Turn on alerts. A backup that fails should send an email to a person who reads it.
6. Test a restore. Once every few months, pick a file and a folder and restore them to a test place. Write down how long it took.

Is my Microsoft 365 or Google data already backed up?

The provider keeps the service running. That is not the same as keeping a copy for you if someone deletes files or a crook encrypts them. Many businesses add a separate backup for email and files.

One for the road

For a longer plan with questions to ask a provider, read our post on a backup plan for a New Jersey small business.

Common questions

What is the 3-2-1 rule?

Three copies of your data, on two kinds of storage, with one kept in a different place.

How often should I back up?

Daily for most small businesses. If losing a day of work would hurt a lot, ask about more often.

Is a USB drive a good backup?

It is better than none, but it fails, gets lost and can be encrypted by ransomware. Use it as one of the copies, not the only one.

Keep reading

• What to do if you clicked a bad link
• My QuickBooks file will not open on the network
• My work computer is running slow

Where we help

Minority- and Black-owned businesses are welcome here, and so is every other small business.