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