8 Business Backup Mistakes and What to Do To Fix Them: Part 1


Issues #1 and #2

You have insurance for your home and car. If you own a business you probably have insurance for that as well. Data backups are an insurance policy for your data, whether it’s personal photos or business accounting files. Similar to insurance it’s easy to overlook needing it until you have a data loss event. With viruses, malware, fumbly fingers and natural disaster, you can’t ignore the need for backups any longer.

In posts here and to follow  I’ll give you an overview of some things to know about backing up your data and how to avoid mistakes. But first, statistics to ponder:

  • 93% of companies that had major data downtime for ten days or more as a result of a disaster filed for bankruptcy within one year of the disaster. 50% of businesses that found themselves without data management for this same time period filed for bankruptcy immediately.


  • How long until your company is in trouble with data loss? 40% said 72 hours, 21% said 48 hours, 15% said 24 hours, 8% said 8 hours, 9% said 4 hours, 3% said 1 hour, 4% said within the hour.
  • 30% of companies don’t have a business continuity program in place. Around 60% of companies think their data backup and business continuity plans have significant vulnerabilities. Only 59% of those polled test their data backup at least once a quarter.
  • 30% of all businesses that have a major fire go out of business within a year. 70% fail within five years. Gartner estimates that only 35 percent of (Small & Medium Businesses) have a  disaster recovery plan.
  • According to a recent NFIB National Small Business Poll (USA), man-made disasters affect 10% of small businesses, whereas natural disasters have impacted more than 30% of all small businesses in the USA. Hurricanes are by far the most destructive force causing power failure, flooding, customer loss, and the closure of many businesses.

As a business owner it is vital that you take a serious look at what you are currently doing – and tweak it to make sure you are covered. It’s really not a question of’ if’, but ‘when’.


Today we look at issues #1 and #2

Email Archiving comes in at number one.  Email and it’s backups are probably one of the most overlooked items in a company’s back up arsenal. Microsoft Exchange users (and others) just assume their email is backed up. Many times it isn’t – at least not in the way they think. Email administrators usually back up the main Exchange Database File (.EDB) that holds all of the mail. This helps to restore the entire mail database – but does nothing to help restore a single email that a user may have deleted. To back these up there are several Exchange backup tools that backup at the granular level; allowing the restoration of a single email or account. If you use an online email solution such as Gmail, then you’re email is kept in the cloud and the backups are taken care of for you.

What to do? Talk over your email situation with an expert. You can always ask me; or ask another local IT backup service. I’ll talk over all of your options and you can decide how you want to proceed.

2 Backing up files that are in use:  When your backup software runs, it needs to be able to back up files that are in use by you or others. For example, if you create a new Word document and leave it open while a backup occurs, this file may not be backed up. Your software needs to be able to back up these files, as open files are most often used and most often in use. Does your backup software back up open files?

What to do? Again you can always ask me, or contact your companies support data center to see if they support this functionality.

Next time I’ll go over issues #3 and #4 which deal with Disaster Recovery and the Full System Backups

Thanks For reading


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One Comment

  1. Posted July 22, 2012 at 9:50 pm | Permalink

    pretty good insights. I’ll be sure to stop by and read more from you. thanks.