The 3-2-1 backup rule: a simple data backup plan for small businesses

The 3-2-1 backup rule is a simple way to protect business data: keep 3 copies of your data, on 2 different types of storage, with 1 copy off-site. If a computer fails, is stolen or is hit by ransomware, you can still recover.

What 3-2-1 means

• 3 copies: the original plus two backups
• 2 types of storage: for example a computer and an external drive or network storage
• 1 off-site: a copy in the cloud or another location

Many businesses also keep one copy offline or unchangeable, so ransomware cannot encrypt it.

What to back up

• Accounting and sales data, including your POS
• Customer and supplier records
• Website and database
• Shared documents and email
• Settings for important software

How often

Back up as often as you can afford to lose data. If losing one day of sales would hurt, back up at least daily — automatic backups are best.

Test your restores

A backup you cannot restore is not a backup. Try restoring a file or database every few months and write down the steps.

Simple setup for a small office

1. Turn on automatic cloud backup for key computers and servers
2. Add a local backup drive or network storage
3. Back up your website and database daily
4. Check backup reports weekly
5. Test a restore every few months

Frequently asked questions

### Is cloud storage like Google Drive a backup? Synced folders can copy deletions and ransomware too. Use proper backup with version history.

### How long should we keep backups? Keep several versions — for example daily for a few weeks and monthly for longer.

Want backups set up properly? See our cloud & servers service or request a free quote.