Top Data Backup Questions from MSPs Answered (2025 Edition)

For this blog post, we've compiled the most common backup and recovery questions we hear from MSPs and provided clear answers to help you optimize data protection for your small business customers. Whether you're fine-tuning an existing strategy or starting from scratch, this Q&A covers a variety of topics related to modern backup practices.

Discussion Questions:

• How often should I really backup up my clients' data (a.k.a. how to determine recovery goals)?
• What is the most effective backup method for ransomware protection?
• Is the 3-2-1 backup rule still sufficient?
• How can a backup solution help ensure compliance (i.e., HIPAA)?
• What do I need to know to get the most out of backup storage and keep costs down?
• Vendor appliance - yay or nay?
• How do I establish an effective disaster recovery plan?
• What are the best practices for testing backups?
• Should I back up data that is already in the cloud (i.e., M365)?
• How do I tackle the workload and operational challenges of a managed backup service?
• How can NovaBACKUP help?

How often should I really back up my clients' data (a.k.a. how to determine recovery goals)?

The short answer is: It depends.

The longer answer starts with a question for you (or your customers): What would happen if a system that was backed up a week ago suddenly crashed, and all the information stored on it was gone forever?

1. Is the response a shrug of the shoulders? No big deal? Then the data probably does not change that often, or the data on the system, or even the system itself, is not very important.
   
   
2. But if the reaction is excessive hair pulling or screaming in despair, then those files are probably pretty important.

The right backup frequency depends on how much data loss (RPO - recovery point objective) and downtime (RTO - recovery time objective) your customers can realistically tolerate. This means that for Scenario 1, a weekly backup may be sufficient, whereas for Scenario 2, you want to back up your customers' data at least daily, if not hourly.

Features like Incremental Forever can help you increase your backup volumes without slowing down your network. Unlike traditional incremental or differential backups, Incremental Forever captures only changes after the first full backup, while linking to previous backups in every increment. This reduces storage requirements and speeds up backup windows.

If you'd like to learn more about how Incremental Forever works, read this blog post.

What is the most effective backup method for ransomware protection?

Unfortunately, there is no "one" way to protect your customers' data from ransomware. It's a mix of solutions and strategies that will help you make it very hard for cybercriminals to access it.

And because it's not a question of "if" you'll have to deal with ransomware, but "when," it's important to look at your options beyond a backup solution (i.e., a security solution that monitors your data for anomalies).

However, there are some simple steps you can take when it comes to the backups themselves:

• Encryption: If your backup data is already encrypted (in transit and at rest), potentially stolen data can't be read and misused.

• Access Control: Create a backup user for your backups to NAS and cloud so ransomware can't gain access through Windows-shared users. This limits access to backup files to the backup user only.

• Apply the 3-2-1 backup rule: This brings us to the next question.

Is the 3-2-1 backup rule still sufficient?

Yes, it is! Thanks to its simplicity and effectiveness, the 3-2-1 backup rule remains a robust approach:

• 3 copies of your data (1 primary and 2 backups)
• 2 different types of media (such as external drives, NAS, or cloud storage)
• 1 copy stored offsite to protect against local disasters

Over time, there have been additions to this rule. The important point is to focus on the basics and nail the 3-2-1 rule with your backup strategy first. After that, you can take a look at some of the additions, for example, an extra 0 at the end (3-2-1-0) to symbolize a zero-error backup test. Something we strongly recommend you do on a regular basis anyway.

To simplify the 3-2-1 rule even further, NovaBACKUP's Hybrid Backup simplifies this process by first backing up data locally (for fast recovery) and then synchronizing changes to the cloud. This ensures fast recovery times while maintaining offsite protection without having to manage separate backup jobs.

How can a backup solution help ensure compliance (i.e., HIPAA)?

There are many regulations out there - some government-driven, some focused on the industry in which your customers operate. While they all have a variety of specific rules, most of them have a lot in common. Our blog post "Demystifying HIPAA Compliance for Medical Practices and Dentists" outlines what you need to consider for healthcare professionals, but you can apply the same recommendations to most regulations.

A quick summary:

• The mere fact that you have a regular backup solution that automatically and regularly backs up your customers' data satisfies many requirements.

• Make sure you have multiple copies of data locally and offsite (see the 3-2-1 rule).

• Data should be encrypted in transit to the backup media and at rest.

• The ability to recover medical records in the event of any data loss scenario is (of course) critical.

Since this is a more complex topic, take a look at our blog for more details on a specific HIPAA-compliant backup solution and for details on the various regulations, take a look at our backup strategy guide.

What do I need to know to get the most out of backup storage and keep costs down?

Efficient use of your and your customers' backup storage is a great way to keep rising costs and constantly haggling customers at bay.

Here are just a few examples of how to get the most out of your backup media:

• Use compression: Reduce the size of your backups to save space without sacrificing data integrity.

• Be selective about what you back up: Not all data requires the same backup frequency. Identify critical files and systems, then set up multiple backup jobs with different schedules based on recovery objectives.

• Choose the right storage location: NAS devices are great for local backups and offer fast recovery times, while cloud storage adds an extra layer of protection against local outages. A hybrid approach often works best, providing both fast access and reliable disaster recovery protection.
  
  
• Leverage intelligent backup features: Technologies like Incremental Forever and custom retention settings help you store only what's needed, reducing storage requirements over time.

Don't forget to monitor your backups and storage regularly. For example, NovaBACKUP's automated reports will alert you to potential problems so you can fix them before they affect your customers.

Vendor appliance - yay or nay?

Every backup vendor has their own take on this question. Some backup vendors offer their solution with an appliance, others don't. And there are pros and cons to each.

Look at Apple's ecosystem. They have closed their environment to optimize all the components they sell so that they work together flawlessly and optimize hardware usage. On the other hand, flexibility is the key to meeting specific customer needs or address regulatory requirements.

Whatever you decide, we recommend that you stick with one vendor. It makes your life easier as you only have to become an expert in one option, not all of them (i.e., so you know how to set up the appliance, you know the typical errors/problems, you know the best troubleshooting options, and so on).

With NovaBACKUP, you don't have to use a specific appliance, and we support just about any storage vendor. However, we do have a great relationship with Buffalo, and if you're interested in getting everything - software and storage - from one source, we're happy to help.

How do I establish an effective disaster recovery plan?

A solid disaster recovery plan is critical to saving time and reducing stress in the event of an emergency. It outlines what needs to be done, how everything works, and who is responsible for specific tasks.

Here are our recommendations for what to do upfront to help you recover files and systems as quickly as possible:

• Documentation: Clearly outline all steps to be taken in the event of an emergency.

• Hybrid backup: Ensure you have both local and offsite backup (think 3-2-1 rule) to ensure you can recover from any type of data loss.

• Disaster Recovery backup: It's important to back up not just files and applications, but the entire system, including system-specific information. Better yet, have a backup that allows you to mount the system as a virtual machine for quick access.

• Test backups regularly: Don't wait for an emergency. Schedule quarterly restore tests to make sure your backups are working, and you know how to restore.

What are the best practices for testing backups?

Probably the most important aspect of your backup solution is its ability to recover your information (otherwise, what’s the point?).

That's why, in addition to a well-planned backup strategy and regular backups, it's important to test those backups and make sure they work. This has the added benefit of helping you and your team understand how recovery works and how to get your customers back up and running quickly.

There are a few more aspects to being prepared:

• Of course, you should test your backups regularly (ideally quarterly) and verify that they can recover your and your customers’ data and systems.

• Check your backup logs regularly and verify that the backup is working and sending your data to the local and offsite storage.

• Make sure the storage media is still working and doesn't have, i.e., any bad blocks.

• Ensure sure you have access to all passwords and encryption keys to quickly unpack your backups.

Should I back up data that is already in the cloud (i.e., M365)?

There should be no question that backing up Microsoft 365 data (or any other cloud data) is a necessity, but the common misconception is that Microsoft already takes care of the backups. This is not the case – not just for Microsoft but for many other vendors too.

As an example, Microsoft operates under a "shared responsibility model," where the recoverability of information and data is entirely the responsibility of the customer. In fact, Microsoft recommends that you "regularly back up your content and data" using "third-party applications" via their Microsoft Services Agreement document.

Read more on our blog or watch our webinar recording to learn more about how to approach M365 data protection.

How do I tackle the workload and operational challenges of a managed backup service?

As an MSP, managing the workload and operational challenges of a managed backup service isn't just about the backup solution - it's about balancing all the services you provide while keeping operations efficient. Backup is critical, but it's only one part of a broader IT strategy that includes security, network management, support, and more.

For MSPs with small teams (or even solo operators), managing backups efficiently can feel overwhelming. The key is to streamline processes, automate where possible, and set clear priorities. A well-structured managed backup service helps ensure that your clients' data is protected without taking up all of your time.

If you're looking for ways to make managed backup more efficient, this blog post offers practical insights for optimizing your approach. And if you're facing these challenges firsthand, we're always happy to have a conversation about what's working, what's not, and how to fit backup management into your existing workload - no strings attached.

How can NovaBACKUP help?

At NovaBACKUP, we just do backup software - and we do it well (feel free to double-check our claims).

Our goal is to provide MSPs like you with an easy-to-use managed backup solution that addresses common challenges and helps you meet the needs of your customers. And so you don't have to figure it all out on your own, you're supported by a team with years of experience in the MSP space (our average tenure is 10+ years).

Contact us and let's talk about how we can help you with your Managed Backup Service.