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How to Create a Good Data Backup Plan

Updated on February 28, 2019
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Jeff Zod is an Information Technology expert.He enjoys developing software, surfing the web, hacking, and securing computer systems.

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Why you should you back up?

Our digital devices are an extension of us. We keep our whole lives in digital form. Losing all of our information in a moment is a frightening thought. Having experienced data loss numerous times, I can safely say that the intensity of my suffering resembled that of a terrible loss of one's limb. Stick around to learn how you can prevent yours.

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“It's always better to err on the side of caution.”

Can you imagine the absolute peace of mind you will have from knowing that your information is safely kept & can be easily restored as soon as something goes wrong? Your memories and business documents kept well out of harm's way.

This harm can be an unfortunate incident such as a virus attack on your device, a malfunction of your hard disk/storage space or any unforeseen incident that threatens your data. The big question is;

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What does backing up data mean?

Backing up data involves archiving or creating copies of data with an aim of retrieving it in case of a data loss. In every organization, data backup planning stands out to be one of the most critical areas in the running of the organization. It is very important to have a viable, solid and successful data prevention plan. There are several questions that pop up when one considers a good data loss prevention plan.

How many backups should I have?

For a successful data recovery plan, there ought to be at least two locations to back up your data. Preferably three. One copy of the data should be kept onsite while the other is stored offsite in a remote location. The onsite backups created should have duplicates for each copy. One original copy will be stored in your personal computer while its duplicate is stored in another separate storage device. Keep these in the same physical location. In case of a hard drive crash or unintentional information deletion, the restitution of the lost data is rendered easy by means of a local backup device. A third duplicate stored in cloud-based storage archive adds to the efficiency.

How frequently should I create backups?

It is very important to have regular backups or a system that will update the data as changes occur. ABS (Automatic Backup System) provides different increments at which data recovery can be done. Most of the businesses find it convenient to run the back up once per day and varyingly at night in order to reduce the impact on the server.

A real-time data backup plan is ideal if you have a powerful server or use a reliable cloud storage service.


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What if there is an unforeseen event that compromises the location I store my data?

Offsite data storage facilities are efficient in cases where any of these were to affect the state of your location and compromise your data

  • Virus Attack
  • Natural disaster
  • Fire
  • Theft

It is favourable to keep the ABS or automated data backup offsite that is immediately accessible to you to avoid the compromise of your data, and enhance the speed of recovering it if it becomes necessary to do so.

How do I know that my backups are working?

This is a very important element of a good data backup plan. Testing the data ought to be done periodically via restoration of some information in order to give some comfort that whenever the data will be required, it will be available and recoverable immediately.

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How to prepare a good Disaster Recovery


This is an approach that is documented and structured with guidelines for responding to unexpected occurrences.

This is a plan whose main objective is to provide instructions on solutions that minimize the effects caused by a certain disaster to enable quick restoration of the normal working conditions. This plan normally involves an assessment of the business process as well as its continuity need.

Before coming up with a disaster recovery plan, a business has to undertake a business impact analysis, risk analysis, recovery time objective and finally, the recovery point objective. There are several elements of a good recovery plan.

Possible Impact scenarios, threats, and risk analysis:

This procedure is vital for disaster recovery planning. It entails risk analysis which involves evaluating physical as well as environmental systems. It also includes the evaluation of control systems and the efficiency of their performance whenever a disaster strikes.

Classification of threats with scripts of action:

This involves the formulation of a disaster recovery plan after the identification of potential risks. The classification of threats creates the basis for the creation of the disaster recovery plan where a simple tone ought to be used in order to ensure that everyone understands it thoroughly. Bullets should be used rather than paragraphs to make reading easier.

Accurate communication channels:

It is important to have good communication in the organization. Mostly between the administration and the employees. Lack of effective communication leads to the failure of the whole system. Intra – organization strategies need to be implemented. For instance, creating a list of employees who will come in strong amid the disaster restitution is advisable.

Planning Directions:

Appropriate info-graphics, current network diagram in addition to simple and effective recovery planning direction are very essential in a coming up with a successful disaster recovery plan.

Good Business Continuity Planning

A business continuity planning (BCP) involves coming up with a strategy by means of identification of threats as well as risks which face an organization with an end goal to ensure that the personnel, as well as the assets, are safe and in a position to function in case of a disaster. The main activities in this process include:

  • The identification of potential risks and ways in which their extent they can affect business operations.
  • Executing safeguards as well as the alleviation of those risks put in place.
  • Testing of procedures to ascertain if they are viable and reviewing the process periodically to ensure it is updated.

Some of the key elements include:

Regular testing & Verification of backup strategies:

Most businesses are keen on backups which are done on their on-site servers to ensure that there is no data loss if a disaster strikes. Without regular check-ups as well as testing, the backup plan or data loss prevention strategy might prove futile.

Involvement of all employees:

Employees are a very integral part of every business. It is crucial to inform each and every employee about the essentials of the business continuity plan to make them feel involved. It is also important to assign the employees roles in the plan.

Identification and prioritizing of critical functions:

There should be accuracy in the inventories as well as resources related to the functions of the business.

Achieving accuracy may be a challenge due to challenges evident in determining critical functions. This means that prioritization of critical functions ought to be done early enough to avoid hindering the entire Business Continuity Planning.


There is a great interdependence between the disaster replevy as well as the business continuity plans. These plans converge in a direction aiming at giving out a detailed plan of what is to be done if unexpected occurrences occur.

These occurrences may have adverse effects on the operations of the business. These plans have their emphasis on aspects of communication, security features as well as temporary locations.

If you enjoyed reading this article, check out How to maintain Digital Security

If you enjoyed reading this article, check out How to maintain Digital Security

© 2018 Jeff Zod

Data Backup

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    • profile image


      16 months ago

      Thanks for a piece of really good information. We can perform data backups online also on Cloud. We have many options of taking backups in traditional ways like storing data in external drives etc. But what if we lost that only drive or some natural disaster happens! In that case, it is always preferable for huge companies which have huge amounts of data to take backup of their important data on Cloud. Which gives you benefits like protection, security, management and recovery of lost data. But we have to make sure that the company which is providing the cloud services are reliable. A reliable company like Rackware can also be preferred.

    • Eurofile profile image

      Liz Westwood 

      21 months ago from UK

      Thanks. It's how this site works. We inspire each other.

    • Erudite Scholar profile imageAUTHOR

      Jeff Zod 

      21 months ago from Nairobi

      Hi Liz,

      I am really glad that you read my articles. You always have a knack for inspiring writers. I sincerely want to thank you from the bottom of my heart.

    • Eurofile profile image

      Liz Westwood 

      21 months ago from UK

      Thanks, Jeff. I appreciate the input of knowledgeable people like yourself as I try to navigate this ever-changing technological world we now live in. You have definitely cracked the art of hub-writing with a great balance of text and other capsules.

    • Erudite Scholar profile imageAUTHOR

      Jeff Zod 

      21 months ago from Nairobi

      Hi Liz,

      I wrote the article with both individuals and companies in mind.In this fast paced world we often forget the little things that matter for example backing up your data.I have lost some articles that I had scheduled to upload to HP.I think everybody should have a back up plan regardless whether they will need it or not.I use Google Drive to back up my data.

    • Eurofile profile image

      Liz Westwood 

      21 months ago from UK

      In many ways this business back up plan can be scaled down to the individual as well. I like to have back ups, but I am not the best at keeping them updated.

    • Miebakagh57 profile image

      Miebakagh Fiberesima 

      21 months ago from Port Harcourt, Rivers State, NIGERIA.

      Hi, Jeff, its okay.

    • Erudite Scholar profile imageAUTHOR

      Jeff Zod 

      21 months ago from Nairobi

      Hi Fiberesima,

      Thanks for taking time to read my comments.I really appreciate it.

    • Miebakagh57 profile image

      Miebakagh Fiberesima 

      21 months ago from Port Harcourt, Rivers State, NIGERIA.

      Hi, Erudite Schlar, this is a useful information. Thank you.


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