Key takeaways
- Hardware failure, theft, fire, ransomware and human error can wipe out business data in minutes.
- Follow the 3-2-1 rule: three copies, on two types of storage, with one copy off-site or in the cloud.
- A recovery plan defines what to restore first and how quickly, not just where backups are kept.
- Test restores regularly; a backup you have never restored is only a hope.
In this guide
A failed hard drive, stolen laptop, office fire, power surge or ransomware attack can erase years of customer records, accounts and documents. Many businesses only think about backups after losing data. A simple plan prevents that.
Common causes of data loss
- Hardware failure and power surges.
- Theft of laptops and phones.
- Ransomware and malware.
- Accidental deletion or overwriting.
- Fire, flooding and other disasters.
The 3-2-1 backup rule
Keep three copies of important data, on two different types of storage, with one copy off-site or in the cloud. For example: the live server, a local NAS backup and an encrypted cloud backup.
What to back up
- Accounting and payroll data.
- POS, inventory and sales records.
- Customer and supplier records.
- Shared documents and contracts.
- Email and website files and databases.
Build a disaster recovery plan
- List critical systems and rank them by importance.
- Set recovery targets: how long you can be down and how much data you can afford to lose.
- Assign responsibilities: who restores what and who to call.
- Document the steps and store a copy outside the office.
- Test restores at least every quarter.
Protect against ransomware
- Keep at least one backup offline or immutable.
- Update systems and antivirus regularly.
- Train staff to recognise phishing.
- Use strong passwords and two-factor authentication.
Compliance matters
The Kenya Data Protection Act requires appropriate safeguards for personal data, including protection against loss. Encrypted backups with controlled access help you comply.
Our IT support team sets up automated local and cloud backups for businesses.
Permalink Business Ltd. helps Kenyan businesses with websites, software, branding, networking and security. Request a free quote today.
Frequently asked questions
How often should a business back up its data?
Critical systems such as accounting, POS and customer records should be backed up at least daily, with real-time sync for files that change constantly.
Is cloud backup enough?
Cloud backup is a strong off-site copy, but combining it with a local backup allows faster restores of large files.
What is disaster recovery?
Disaster recovery is the plan and tools that get your systems and data running again after a major incident, with clear priorities and timelines.
A Nairobi IT company helping Kenyan businesses grow with websites, software, marketing, networking and security. Our guides are written from real client projects.
