The 3-2-1 Backup Rule for Small Business Data

The Backup Reality Check

Here's what I see constantly with Adelaide small businesses:

• "We backup to Dropbox" - That's file sync, not backup
• "It backs up automatically somewhere" - When did you last check?
• "We've got an external hard drive" - When did you last plug it in?
• "Our accountant has copies" - Of everything? Updated how often?

The uncomfortable truth: Most small businesses discover their backup doesn't work when they need it most.

The 3-2-1 Backup Rule

This simple rule has protected data for decades:

• 3 copies of your data
• 2 different storage types (e.g., local drive + cloud)
• 1 copy offsite (physically separate location)

Let's break that down practically for a small Adelaide business.

Copy 1: Your Working Data

This is your computer, server, or cloud storage where you work daily. It's not really a "backup" - it's your primary copy.

Copy 2: Local Backup

A backup on the same premises, but separate from your main system:

• External hard drive or NAS
• Second computer with backup software
• Local server with RAID (redundant drives)

Why local? Fast recovery. If a file gets deleted or corrupted, you can restore in minutes, not hours.

Copy 3: Offsite/Cloud Backup

A copy stored somewhere else entirely:

• Cloud backup service (Backblaze, Wasabi, Microsoft 365 backup)
• External drive stored at home/another office
• Your accountant's secure storage (for financial records)

Why offsite? Protection from physical disasters - fire, flood, theft, lightning strike.

The "Sync Is Not Backup" Problem

Dropbox, OneDrive, and Google Drive are file sync services, not backup:

The ransomware problem: If a virus encrypts your files, that encryption syncs to all your devices. Sync services might keep some version history, but it's usually 30-90 days, and restoring is painful.

A true backup is:

• Separate from your working data
• Versioned (keeps old copies you can go back to)
• Tested (you've verified it works)

Recommended Backup Stack for Adelaide Small Business

For 1-5 Person Teams

Option A: Simple Cloud Backup

• Backblaze Personal/Business - $9/month unlimited for one computer
• Backs up everything continuously
• 30-day version history (1 year with Business plan)
• Australian data can be stored in Sydney region

Option B: Microsoft 365 + Cloud Backup

• Your data lives in OneDrive/SharePoint
• Add a third-party backup like Acronis or Veeam for M365
• This protects against accidental deletion and ransomware

For 5-20 Person Teams

Local + Cloud Combo:

1. Synology NAS on-premises (~$500-1500)

• Automatic backup from all computers
• Fast local restore
• Built-in cloud sync for offsite copy

1. Cloud backup service

• Synology C2 (their own cloud)
• Backblaze B2 (cheap storage)
• Wasabi (fast, no egress fees)

What About External Hard Drives?

They're fine as ONE part of your strategy, but:

• Don't rely on them alone
• Don't leave them plugged in 24/7 (ransomware will encrypt them)
• Use for weekly/monthly "cold" backup
• Store one offsite (swap between two drives)

The Test That Most People Skip

When did you last test a restore?

Backing up is only half the job. You need to verify:

1. The backup is actually running
2. Files can be restored
3. You know HOW to restore

My recommendation: Every month, pick a random file or folder and restore it. If you can't, your backup isn't working.

Real Scenarios I've Seen in Adelaide

Scenario 1: The Ransomware Hit

A Norwood accounting firm got encrypted. Their "backup" was Dropbox sync - also encrypted. No offsite backup. They paid the ransom ($15k) to recover client data.

With proper backup: Wipe systems, restore from yesterday's backup, lose a day's work maximum.

Scenario 2: The Stolen Laptop

A consultant's laptop was stolen from their car in Glenelg. No backup. Two years of proposals, client files, and templates - gone.

With cloud backup: Buy new laptop, install Backblaze, restore everything by end of day.

Scenario 3: The "It Was Backing Up" Surprise

A Prospect retail business had an external drive "for backups." When their main computer died, they discovered the drive had stopped working 8 months ago. No-one checked.

With monitoring: Backup software alerts you if backups fail. Someone actually reads those alerts.

What About RAID?

RAID (redundant hard drives) protects against drive failure, NOT:

• Ransomware
• Accidental deletion
• Fire/flood/theft
• Corruption

RAID is great for uptime. It's not a backup strategy on its own.

Quick Action Checklist

Today (5 minutes):

• Write down where your data is backed up right now
• Check if backups are actually running

This week (1-2 hours):

• Test restoring a file from backup
• Identify any gaps (no offsite? no versioning?)

This month:

• Implement 3-2-1 if you haven't already
• Set a calendar reminder to test restores monthly

Need Help Setting This Up?

Backup configuration is one of my most common call-outs. I can assess your current situation, recommend the right tools, and get everything configured properly.

Pricing depends on complexity - simple setups might only take an hour, larger businesses might need half a day. Either way, it's cheap insurance compared to losing everything.

Book a backup assessment →