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.
The Cost of Data Loss - Losing critical data can cripple operations, harm your reputation, and cost thousands in recovery.
Common Causes in Ottawa Offices
The Peace of Mind Factor
A tested, reliable backup plan means you can recover quickly and continue serving your Ottawa customers without disruption.
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.
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.
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
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)
Relying on just one backup copy
Never testing restores
Forgetting cloud app data
Using outdated backup tools
Assuming cloud providers handle everything
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
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.