How to Back Up Business Data Properly and Restore It

Your Ottawa SMB's data is its lifeblood. Imagine it vanishing overnight due to a hardware crash, ransomware attack, or even a simple accident. Proper backups aren’t just an IT task; they’re your business’s ultimate insurance policy. But are you sure yours will work when you need them most?

The problem is clear: many Ottawa SMBs have inadequate or untested data backup strategies, leaving them vulnerable to catastrophic loss and uncertain if their backups can actually be restored in a crisis.

This guide gives you a practical framework: what to back up, where to store it, how often to run backups, and why testing restores is critical.

CapitalTek implements and manages rock-solid backup and disaster recovery solutions for Ottawa businesses, ensuring your critical information is always safe and recoverable. Is your Ottawa SMB’s data truly safe? Get a free backup assessment from CapitalTek.

Why “Good Enough” Backups Aren’t Good Enough for Your Ottawa Business

• The Cost of Data Loss - Losing critical data can cripple operations, harm your reputation, and cost thousands in recovery.

Common Causes in Ottawa Offices

• Hardware failure

• Human error
  

• Cyberattacks (like ransomware)

• Fire, flood, or theft

The Peace of Mind Factor

A tested, reliable backup plan means you can recover quickly and continue serving your Ottawa customers without disruption.

Step 1: Identify WHAT Critical Data to Back Up

• Financial Records & Customer Databases – your CRM, accounting files

• Employee Files & Server Configurations
  

• Application Data – from specialized software your business runs on

• Email Archives – even M365 and Google Workspace benefit from extra backup

• Cloud App Data – Salesforce, QuickBooks Online, etc. Don’t assume providers cover everything.

Step 2: Choose Your Backup Destinations – The 3-2-1 Rule

The 3-2-1 Rule

Keep 3 copies of your data, on 2 media types, with 1 copy offsite.

Local Backups (NAS or External Drives)

✅ Fast restores
❌ Vulnerable to local disasters or theft

Cloud/Offsite Backups

✅ Protects against local issues
❌ Restore speed depends on internet

💡 Canadian Data Residency: Many Ottawa SMBs prefer backups stored in Canadian data centers.

Hybrid Approach

Best balance of speed and protection.

Step 3: Backup Frequency & Retention

• How Often? – Daily for critical data, hourly for fast-changing files

• Retention Periods – 30 days, 1 year, or more based on compliance needs

• Automate Everything – manual backups often get skipped

Step 4: The MOST Crucial Step – Test Your Restores!

• A Backup Isn’t a Backup Unless It Restores
  

• Test by restoring random files or entire systems

• Document your restore process

• Do this quarterly (files) and annually (full systems)

Common Backup Mistakes Ottawa SMBs Make

• Relying on just one backup copy

• Never testing restores

• Forgetting cloud app data

• Using outdated backup tools

• Assuming cloud providers handle everything

How CapitalTek Ensures Ottawa SMBs Are Protected

• Custom 3-2-1 Strategies designed for SMBs

• Secure Local + Cloud Technologies
  

• Proactive Monitoring of backups with regular restore testing

• Rapid Recovery Support when disaster strikes

Conclusion

Backing up your Ottawa SMB’s data the right way means:

• Identifying critical files

• Following the 3-2-1 rule

• Automating backups

• Testing restores regularly

With these steps, your business can withstand anything — from ransomware to accidental deletion.

Want a foolproof backup and recovery solution for your Ottawa SMB? Contact CapitalTek to protect your business today.