Why Every SMB Needs a Backup Strategy β€” And Where to Start

Why Every SMB Needs a Backup Strategy β€” And Where to Start

By InfoDefenders Editorial Team · July 18, 2025 · Business Continuity & Backup

Backup BusinessContinuity

Imagine this: your server crashes, your cloud account is compromised, or a ransomware attack encrypts every critical document. You’re not alone — more than 60% of small businesses that suffer major data loss close within six months.

The silver lining? These disasters are preventable — if you have a proper backup strategy.

This article will show you:

  • Why backing up your data is mission-critical for SMBs

  • What makes a good backup strategy

  • How to get started using tools like Veeam and Microsoft 365 Backup

The Hidden Dangers of Not Having a Backup Strategy

While most SMBs understand the concept of "backing up," many still operate with risky habits:

  • No scheduled backups

  • All data on local devices

  • No off-site or cloud redundancy

  • No testing or validation of backups

These gaps can be catastrophic in the face of:

  • Ransomware attacks (most now target SMBs)

  • Natural disasters (flood, fire, storm)

  • Hardware failure (hard drives die — often without warning)

  • Human error (accidental deletions or misconfigurations)

Without a solid backup strategy, you’re just hoping nothing goes wrong. Hope is not a business plan.

What Is a Backup Strategy?

A backup strategy is a formal plan that defines:

  • What data to back up

  • Where it’s stored

  • How often it's backed up

  • Who is responsible

  • How to recover it

It aligns with your business continuity and disaster recovery goals, especially your:

  • RTO (Recovery Time Objective): How fast you need to recover

  • RPO (Recovery Point Objective): How much data loss is acceptable

Core Elements of a Strong SMB Backup Strategy

Let’s break down what your strategy should include:

βœ… 1. Identify Critical Data

Back up what matters:

  • Financial records

  • Customer databases

  • HR documents

  • Contracts and proposals

  • Source code or product files

  • Email and communication systems (Microsoft 365, Google Workspace)

πŸ’‘ Pro tip: Don’t forget endpoints (laptops, mobile devices) — they often contain sensitive unsynced data.

βœ… 2. Choose the Right Backup Types

There are three main backup methods:

Backup Type What It Does Pros Cons
Full Backs up everything Simple, complete Large storage, slow
Incremental Only backs up changes since last backup Efficient Longer restore time
Differential Backs up changes since the last full backup Faster than full Larger than incremental

For SMBs, a mix (e.g., weekly full + daily incremental) works best.

βœ… 3. Follow the 3-2-1 Rule

A time-tested industry standard:

  • 3 copies of your data

  • 2 different media types (e.g., local disk + cloud)

  • 1 copy off-site

Optional modern upgrade: 3-2-1-1-0
Add 1 air-gapped or immutable copy and 0 errors on restore (verified backups).

βœ… 4. Automate the Backup Schedule

Manual backups fail — automate them.

Use software like:

  • Veeam Backup & Replication: Automates full + incremental backups, supports servers, cloud, and virtual machines

  • Veeam Backup for Microsoft 365: Backs up Exchange, OneDrive, SharePoint, and Teams

  • Acronis Cyber Protect: Combines backup with endpoint protection

  • Synology NAS + Hyper Backup: Great for local + remote file backups

Set retention policies and ensure you're notified if a backup fails.

βœ… 5. Encrypt and Secure Your Backups

Don’t let your backups become your weakest link. Best practices include:

  • Encrypt backups at rest and in transit

  • Restrict access using role-based controls

  • Use MFA for backup platform logins

  • Test recovery procedures regularly

Real-World SMB Use Case

Scenario: Construction Firm with 25 Employees

They run QuickBooks, project files, and email through Microsoft 365. One day, a ransomware email infects the accounting machine — encrypting their entire file share and project folders.

With no cloud backup in place, they lose 3 years of client invoices and blueprints.

After recovery with Veeam, their new setup:

  • Backups Microsoft 365 daily to local NAS + AWS S3

  • Sends weekly reports to leadership

  • Has quarterly restore testing built into IT tasks

Downtime dropped from 5 days to under 1 hour.

Common SMB Backup Mistakes to Avoid

❌ Assuming cloud providers handle backups
– Google and Microsoft do not offer comprehensive point-in-time recovery

❌ Backing up to the same device or network
– Ransomware will likely encrypt both the original and the backup

❌ Skipping tests
– A backup you can’t restore is just false confidence

❌ Single person access
– Don’t let backups be locked behind one technician's credentials

Getting Started in 5 Simple Steps

  1. Audit your systems and data — Where does your critical data live?

  2. Define your RTO and RPO — How long can you be down? How much data can you lose?

  3. Choose a backup tool — (e.g., Veeam, Acronis, or a managed provider)

  4. Create a schedule — Automate it. Don’t rely on human memory.

  5. Test, test, test — Practice a restore before you need one.

Affiliate Tools to Consider

πŸ’‘ Veeam Backup & Replication
Powerful, flexible tool used by SMBs and enterprises alike.

πŸ’‘ Veeam Backup for Microsoft 365
Protects Teams, Exchange, OneDrive, and SharePoint from accidental or malicious loss.

πŸ’‘ Backblaze B2 Cloud Storage
Affordable and scalable backup storage with S3 compatibility.

Final Thoughts

A backup strategy is one of the most affordable and impactful investments an SMB can make.

Whether it’s a cyberattack, accident, or natural disaster — your data is your business.
Protect it like it’s your livelihood — because it is.

βœ… You don’t need a $10,000 disaster recovery suite — you just need a smart plan and the discipline to follow it.