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Cloud Backup2023-10-11
What Files Should a Small Business Back Up?
A practical guide to what files and data a small business should back up including documents, email, financial records, customer data, and application data.
Business documents and files
- Contracts, proposals, invoices, and client deliverables.
- Employee records, policies, and procedures documentation.
- Marketing materials, photos, logos, and brand assets.
Email and communication data
- Microsoft 365 does not automatically back up email in a traditional sense. It provides redundancy, not backup.
- Email, calendar, contacts, and Teams messages should be backed up if critical to your business.
- Third-party backup solutions for Microsoft 365 fill this gap affordably.
Financial and application data
- Accounting software data files, payroll records, tax filings, and bank statements.
- Reservation systems for campgrounds and restaurants. POS configuration and transaction history.
- Customer relationship management (CRM) data and inventory management systems.
- Industry-specific software. Verify with each vendor what is backed up and how restoration works.
What many businesses forget
- Browser bookmarks and saved passwords for critical business services.
- Network equipment configuration backups for firewalls and switches.
- Phone system configuration and recordings if applicable.
- Website content and databases if self-hosted.
Frequently Asked Questions
Do I need to back up everything or just the important stuff?
Start with what is critical to operations and work outward. If losing a file would cost you money, time, or customer trust, it belongs in the backup scope.
Should employees back up their own computers?
No. Individual backup responsibility leads to gaps and inconsistency. Move important files to shared storage included in the centralized backup scope.
Need help?
Maine CyberTech helps Maine small businesses identify what needs to be backed up, set up automated cloud backup, and test restores. Contact us for a backup assessment.
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