March 31, 2025 • 9 mins
In this episode, Reid and Gar break down why data backups are essential for modern businesses and how strategies like the 3-2-1 rule remain a cornerstone of cybersecurity. Discover practical tips for implementing reliable backups, choosing the right storage solutions, and avoiding common pitfalls. Plus, we’ll share real-world lessons from a business that got it right.
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Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
(00:00):
Welcome back to Visionary IT, the podcastwhere we dive into the future of
(00:05):
technology and IT strategy for businessesof all sizes.
Today-trust me-you wanna stick around,because we're talking about a topic
that's absolutely crucial in ourincreasingly digital world-mastering your
backup strategy in the cloud era.Yeah, Imean, let's be honest.
How many of us have thought, "Oh, I'llworry about backups later," right?
(00:26):
But when the stakes are high, waitinguntil later can mean, well... losing
everything.Right.
And in a world where cyberattacks andunexpected disasters can strike at any
moment, having a solid backup strategy isabsolute necessity.
We're gonna walk through this concept inpractical terms today, focusing on
something called the 3-2-1 backup rule.
(00:49):
Maybe you've heard of it, maybe not, butit's the strategy you want!And the cool
thing about this rule is its versatility.
Whether you're running an SMB, anonprofit, or just trying to keep your
personal files safe-spoiler alert-itapplies to everyone.
So yeah, ditch the stressful "what if"worries because by the end of this
episode, you'll have a clear plan.
(01:10):
Guaranteed!It's not just about the plan,though.
This rule has stood the test of time-Imean, it's been around since backup tapes
were a thing.
But, as we'll cover, the environmentshave evolved dramatically since
then.Honestly, Gar, I love how it's stillrelevant, though.
Like, we'll get into the nitty-gritty,but even in today's cloud-first world,
(01:31):
it's wild how many people think "thecloud" automatically solves all their
backup problems.Exactly.
That's why we're breaking it down today.
What the rule is, how it works, and whyyour business-or even your important
personal data-desperately needs it.
So, let's jump in.Alright, so let'sconnect this back to why the 3-2-1 backup
(01:52):
rule matters so much.
Think about data loss-whether it's aransomware attack, a hardware failure, or
even something simple like spillingcoffee on your laptop-without a solid
plan in place, the consequences can bedevastating.
We're talking tens, if not hundreds, ofthousands of dollars at stake.Yeah, and
what's crazy is, it's not just about themoney.
(02:14):
You lose trust.
You lose time.
I mean, think about how much effort goesinto rebuilding client files or project
data from scratch.100%.
And it's not just small businesses,either-though they're often the most
vulnerable.
Recent studies show that even largecompanies are losing millions annually to
downtime and data recovery costs.
(02:35):
And all of this because- they weren'tprepared.
They didn't have a proper backup strategyin place.It's wild, Gar.
You'd think with all the tech solutionsout there, this wouldn't be a problem
anymore.
But nope, a lot of folks still operatelike it's 2005 and hope for the
best.Exactly.
And that brings us to the 3-2-1 backuprule.
(02:56):
It was initially introduced by PeterKrogh, a professional photographer, back
in the day as a way to safeguard digitalmemories.So, this rule requires that you
have three copies of your data, twodifferent storage media, and one offsite
backup-simple, but brilliant.
And honestly, it's kinda like aninsurance policy.
(03:18):
It doesn't prevent the bad stuff, butwhen things go south, you'll thank
yourself later.Absolutely, backups aren'tjust an IT thing-they're a business
survival thing.
The costs, the downtime, the reputationaldamage-it all adds up.
But with the right strategy, you canmitigate those risks entirely.Now that
we've covered why the 3-2-1 rule is socritical, let's talk about how to
(03:42):
actually make it happen in real-worldscenarios.
Because understanding it is one thing,but putting it into action?
That's where the real value lies.Right,and for SMBs out there, the first step is
always keeping scalability and budget inmind.
Like, you don't wanna overspend onenterprise-level solutions when there are
(04:03):
affordable ways to achieve the same levelof security.Exactly.
Start with identifying your most criticaldata.
This could be client records, financials,operational data, or even internal
documentation.
Once you know what needs to be secured,it becomes easier to decide how to
distribute those three copies.And don'tforget-you're looking at multiple storage
(04:24):
media.
Think about external drives, maybe aNetwork Attached Storage system, or cloud
solutions.
Each has pros and cons.For example,external drives are cost-effective and
offer full control, but they're not idealfor long-term scalability.
NAS systems sit somewhere in the middlefor centralized, quick local access.
(04:45):
And then there's cloud storage-where,let's be honest, the flexibility is
unmatched.Yeah, but you gotta compareproviders.
Not all clouds are created equal.
Some include features like geographicredundancy, others might require you to
purchase that as an add-on.
Look for those details hidden in the fineprint.Good point.
(05:06):
And don't just think short-term.
SMBs that grow quickly can findthemselves migrating to entirely new
platforms if the initial solution wasn'tchosen with scalability in mind.
Investing in a cloud option that growswith you can save time and money down the
line.Totally.
And let me share something from my earlyconsulting days-a real-world example.
(05:27):
One client, a small logistics company,had an offsite backup in place-just a
simple cloud solution paired with localNAS.
Then their office got hit with a flood.
I mean, we're talking completedevastation.I think I remember you
telling me this story.
They were operational again in what-24hours?Yeah, 24 hours.
(05:48):
And in logistics, downtime is death.
But because they'd implemented a versionof the 3-2-1 rule, we restored everything
from the cloud backup.
Their competitors in the same area whodidn't have a plan were out of business
for weeks.See, that's the difference.
Risk management isn't always aboutinsurance-it's also about strategy.
(06:09):
You can't prevent disasters, but you canprevent them from breaking your business.
And the 3-2-1 rule ensures you're alwaysprepared to bounce back.And that's why
having a solid strategy is key-becausethreats and challenges constantly evolve.
Speaking of strategy, let's address acommon myth: cloud services.
People hear "cloud," and they assumetheir data is fully backed up.
But here's the hard truth (06:31):
most cloud providers only offer redundancy, not
backups.
And that's a very, very criticaldistinction.Oh yeah, I've heard that so
many times.
The "It's in the cloud, so we'recovered," mindset, right?
But, honestly, if you're not activelybacking up that data somewhere else,
(06:54):
you're just hoping nothing goes wrong.
And hope isn't exactly a strategy.Exactly.
Hope leaves gaps.
And no matter how advanced cloudinfrastructure gets, there are still
vulnerabilities like ransomware attacks,accidental deletions, or even application
glitches that can wipe out criticalfiles.So, myth number one-busted.
(07:15):
The cloud doesn't automatically meanbackup.
What's next?Next up, skipping offsitebackups.
Look, too often businesses will createmultiple backups, which is good, but then
store them all in the same place.
It's like locking your front door butleaving the windows wide open.
A fire, flood, or hardware failure couldstill wipe everything out.Yeah, it's a
(07:38):
rookie mistake I've seen way too manytimes, unfortunately.
Some think, "Oh, well, my external driveis good enough," but storing everything
in one physical location can really comeback to bite you.And let's not forget
about testing recovery systems-or rather,the lack of it.
You'd be surprised how common it is forbusinesses to assume their backup
(08:02):
works-until it's too late.
Test your recovery process regularly.
It's such a simple step, and it can meanthe difference between spending minutes
versus weeks recovering from dataloss.Gar, this reminds me of that company
we spoke with-remember the manufacturingfirm that thought they were backed up?
(08:22):
They hadn't tested their system in years.
Turns out, their backups were failing thewhole time.Oh, I remember.
Their data hadn't been backed up foralmost two years.
It was a nightmare, but fortunately, theymanaged to salvage some files through
email logs.
Testing recovery systems is such a simplepreventative step, but it's often
(08:43):
overlooked.Ya, you know, the 3-2-1strategy isn't flashy, and it's not the
trendiest thing in IT-but it works.
It's timeless because it's built onfundamentals: redundancy, diversity, and
resilience.And no matter who you are orwhat kind of data you're managing,
building a strong backup strategy isn'toptional.
It's the lifeboat that keeps you afloatwhen-you know- when disaster strikes.So
(09:08):
there it is.
Don't wait.
Start putting the pieces in place now,whether it's for your company, your side
business, or even just your family'sdigital memories.
Trust me, you don't wanna be the onesaying, "If only I'd been prepared."And
with that, we're wrapping up today'sepisode of Visionary IT.
Thank you for tuning in, and we hope youfeel more equipped to protect what
(09:29):
matters most.Totally.
Thanks for listening, everyone, and don'tforget to subscribe or share this episode
with someone who needs to hear it.
Until next time, stay visionary, staysecure.
Welcome back to Visionary IT, the podcastwhere we dive into the future of
(00:05):
technology and IT strategy for businessesof all sizes.
Today-trust me-you wanna stick around,because we're talking about a topic
that's absolutely crucial in ourincreasingly digital world-mastering your
backup strategy in the cloud era.Yeah, Imean, let's be honest.
How many of us have thought, "Oh, I'llworry about backups later," right?
(00:26):
But when the stakes are high, waitinguntil later can mean, well... losing
everything.Right.
And in a world where cyberattacks andunexpected disasters can strike at any
moment, having a solid backup strategy isabsolute necessity.
We're gonna walk through this concept inpractical terms today, focusing on
something called the 3-2-1 backup rule.
(00:49):
Maybe you've heard of it, maybe not, butit's the strategy you want!And the cool
thing about this rule is its versatility.
Whether you're running an SMB, anonprofit, or just trying to keep your
personal files safe-spoiler alert-itapplies to everyone.
So yeah, ditch the stressful "what if"worries because by the end of this
episode, you'll have a clear plan.
(01:10):
Guaranteed!It's not just about the plan,though.
This rule has stood the test of time-Imean, it's been around since backup tapes
were a thing.
But, as we'll cover, the environmentshave evolved dramatically since
then.Honestly, Gar, I love how it's stillrelevant, though.
Like, we'll get into the nitty-gritty,but even in today's cloud-first world,
(01:31):
it's wild how many people think "thecloud" automatically solves all their
backup problems.Exactly.
That's why we're breaking it down today.
What the rule is, how it works, and whyyour business-or even your important
personal data-desperately needs it.
So, let's jump in.Alright, so let'sconnect this back to why the 3-2-1 backup
(01:52):
rule matters so much.
Think about data loss-whether it's aransomware attack, a hardware failure, or
even something simple like spillingcoffee on your laptop-without a solid
plan in place, the consequences can bedevastating.
We're talking tens, if not hundreds, ofthousands of dollars at stake.Yeah, and
what's crazy is, it's not just about themoney.
(02:14):
You lose trust.
You lose time.
I mean, think about how much effort goesinto rebuilding client files or project
data from scratch.100%.
And it's not just small businesses,either-though they're often the most
vulnerable.
Recent studies show that even largecompanies are losing millions annually to
downtime and data recovery costs.
(02:35):
And all of this because- they weren'tprepared.
They didn't have a proper backup strategyin place.It's wild, Gar.
You'd think with all the tech solutionsout there, this wouldn't be a problem
anymore.
But nope, a lot of folks still operatelike it's 2005 and hope for the
best.Exactly.
And that brings us to the 3-2-1 backuprule.
(02:56):
It was initially introduced by PeterKrogh, a professional photographer, back
in the day as a way to safeguard digitalmemories.So, this rule requires that you
have three copies of your data, twodifferent storage media, and one offsite
backup-simple, but brilliant.
And honestly, it's kinda like aninsurance policy.
(03:18):
It doesn't prevent the bad stuff, butwhen things go south, you'll thank
yourself later.Absolutely, backups aren'tjust an IT thing-they're a business
survival thing.
The costs, the downtime, the reputationaldamage-it all adds up.
But with the right strategy, you canmitigate those risks entirely.Now that
we've covered why the 3-2-1 rule is socritical, let's talk about how to
(03:42):
actually make it happen in real-worldscenarios.
Because understanding it is one thing,but putting it into action?
That's where the real value lies.Right,and for SMBs out there, the first step is
always keeping scalability and budget inmind.
Like, you don't wanna overspend onenterprise-level solutions when there are
(04:03):
affordable ways to achieve the same levelof security.Exactly.
Start with identifying your most criticaldata.
This could be client records, financials,operational data, or even internal
documentation.
Once you know what needs to be secured,it becomes easier to decide how to
distribute those three copies.And don'tforget-you're looking at multiple storage
(04:24):
media.
Think about external drives, maybe aNetwork Attached Storage system, or cloud
solutions.
Each has pros and cons.For example,external drives are cost-effective and
offer full control, but they're not idealfor long-term scalability.
NAS systems sit somewhere in the middlefor centralized, quick local access.
(04:45):
And then there's cloud storage-where,let's be honest, the flexibility is
unmatched.Yeah, but you gotta compareproviders.
Not all clouds are created equal.
Some include features like geographicredundancy, others might require you to
purchase that as an add-on.
Look for those details hidden in the fineprint.Good point.
(05:06):
And don't just think short-term.
SMBs that grow quickly can findthemselves migrating to entirely new
platforms if the initial solution wasn'tchosen with scalability in mind.
Investing in a cloud option that growswith you can save time and money down the
line.Totally.
And let me share something from my earlyconsulting days-a real-world example.
(05:27):
One client, a small logistics company,had an offsite backup in place-just a
simple cloud solution paired with localNAS.
Then their office got hit with a flood.
I mean, we're talking completedevastation.I think I remember you
telling me this story.
They were operational again in what-24hours?Yeah, 24 hours.
(05:48):
And in logistics, downtime is death.
But because they'd implemented a versionof the 3-2-1 rule, we restored everything
from the cloud backup.
Their competitors in the same area whodidn't have a plan were out of business
for weeks.See, that's the difference.
Risk management isn't always aboutinsurance-it's also about strategy.
(06:09):
You can't prevent disasters, but you canprevent them from breaking your business.
And the 3-2-1 rule ensures you're alwaysprepared to bounce back.And that's why
having a solid strategy is key-becausethreats and challenges constantly evolve.
Speaking of strategy, let's address acommon myth: cloud services.
People hear "cloud," and they assumetheir data is fully backed up.
But here's the hard truth (06:31):
most cloud providers only offer redundancy, not
backups.
And that's a very, very criticaldistinction.Oh yeah, I've heard that so
many times.
The "It's in the cloud, so we'recovered," mindset, right?
But, honestly, if you're not activelybacking up that data somewhere else,
(06:54):
you're just hoping nothing goes wrong.
And hope isn't exactly a strategy.Exactly.
Hope leaves gaps.
And no matter how advanced cloudinfrastructure gets, there are still
vulnerabilities like ransomware attacks,accidental deletions, or even application
glitches that can wipe out criticalfiles.So, myth number one-busted.
(07:15):
The cloud doesn't automatically meanbackup.
What's next?Next up, skipping offsitebackups.
Look, too often businesses will createmultiple backups, which is good, but then
store them all in the same place.
It's like locking your front door butleaving the windows wide open.
A fire, flood, or hardware failure couldstill wipe everything out.Yeah, it's a
(07:38):
rookie mistake I've seen way too manytimes, unfortunately.
Some think, "Oh, well, my external driveis good enough," but storing everything
in one physical location can really comeback to bite you.And let's not forget
about testing recovery systems-or rather,the lack of it.
You'd be surprised how common it is forbusinesses to assume their backup
(08:02):
works-until it's too late.
Test your recovery process regularly.
It's such a simple step, and it can meanthe difference between spending minutes
versus weeks recovering from dataloss.Gar, this reminds me of that company
we spoke with-remember the manufacturingfirm that thought they were backed up?
(08:22):
They hadn't tested their system in years.
Turns out, their backups were failing thewhole time.Oh, I remember.
Their data hadn't been backed up foralmost two years.
It was a nightmare, but fortunately, theymanaged to salvage some files through
email logs.
Testing recovery systems is such a simplepreventative step, but it's often
(08:43):
overlooked.Ya, you know, the 3-2-1strategy isn't flashy, and it's not the
trendiest thing in IT-but it works.
It's timeless because it's built onfundamentals: redundancy, diversity, and
resilience.And no matter who you are orwhat kind of data you're managing,
building a strong backup strategy isn'toptional.
It's the lifeboat that keeps you afloatwhen-you know- when disaster strikes.So
(09:08):
there it is.
Don't wait.
Start putting the pieces in place now,whether it's for your company, your side
business, or even just your family'sdigital memories.
Trust me, you don't wanna be the onesaying, "If only I'd been prepared."And
with that, we're wrapping up today'sepisode of Visionary IT.
Thank you for tuning in, and we hope youfeel more equipped to protect what
(09:29):
matters most.Totally.
Thanks for listening, everyone, and don'tforget to subscribe or share this episode
with someone who needs to hear it.
Until next time, stay visionary, staysecure.
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