How do I back up my server?

Backing up a server involves five steps: identifying your critical data and prioritizing what needs to be backed up most frequently; choosing a backup destination such as local storage, cloud, or a hybrid of both; scheduling regular automated backups to avoid accidental gaps; testing the backup process with regular restore tests to confirm recovery actually works; and monitoring backup logs to catch issues before they become emergencies. Automating as much of this process as possible and reviewing it periodically gives you the best chance of recovering quickly after a data loss event.

What is the difference between a file backup and a disaster recovery backup?

A file backup captures the files and folders you select, along with any changes to them, and is the easiest type to restore from because you can retrieve individual files or folders directly. A disaster recovery backup, also called an image backup or system image, creates a complete copy of your entire server including the operating system, settings, applications, and all data. This allows you to restore the entire server to its previous state even on different hardware, making it essential for scenarios where the whole system is lost. Most robust server backup strategies combine both types.

What is incremental forever backup and why does it matter for servers?

Incremental forever backup is a method where an initial full backup is taken once, and every subsequent backup captures only the data that has changed at the file or block level. This reduces the time each backup takes, uses less storage, and lowers the strain on your network — while still allowing you to restore to any previous point in time if retention settings are enabled. For server environments where backup windows are limited and storage costs matter, this approach is significantly more efficient than running repeated full backups.

What local storage options are available for server backup?

The most common local storage options for server backup are external hard drives or SSDs, which are cost-effective and easy to use but vulnerable to physical damage and theft, and Network Attached Storage (NAS), which provides centralized storage with built-in redundancy options and is better suited for multiple servers but requires a higher upfront cost and more technical setup. The right choice depends on how many servers you are protecting and how fast your storage needs are growing. Whatever you choose should be scalable, and it should be paired with an offsite or cloud backup destination for a complete strategy.

Why is cloud or offsite backup important for servers?

Organizations that rely only on onsite backup are exposed to data loss from natural disasters, fires, theft, hardware failure, and ransomware. Cloud backup creates a redundant offsite copy that remains accessible even when local infrastructure is compromised. It also reduces administrative overhead, scales with your storage needs without requiring hardware investment, and can help meet regulatory requirements such as HIPAA by providing encryption at rest and in transit. Storing an isolated offsite cloud copy is one of the most effective ways to ensure a clean recovery point after a ransomware attack.

What is a hybrid server backup and how does it work?

A hybrid server backup combines local and cloud backup into a single strategy, following the well-established 3-2-1 rule: three copies of your data, on two different media types, with one copy stored offsite. Local backup provides fast recovery for day-to-day scenarios, while the cloud copy protects against local disasters and ransomware. Solutions like NovaBACKUP allow you to run both in a single hybrid backup job, eliminating the need to manage two separate processes. This approach addresses the key weakness of cloud-only backup — slow recovery times for large data sets — while still providing offsite protection.

What is the 3-2-1 backup rule?

The 3-2-1 rule is a widely recommended framework for data protection: keep 3 copies of your data, stored on 2 different types of media, with 1 copy held offsite. It is designed to ensure that no single failure — whether a hardware fault, local disaster, or ransomware attack — can destroy all copies of your data at once. Cloud storage has made the offsite component of the 3-2-1 rule far more accessible and affordable for SMBs than traditional tape or off-site drive rotation.

How can I protect my server backups from ransomware?

Protecting server backups from ransomware requires a layered approach. First, maintain multiple copies of your data in multiple locations, each containing versions from different points in time so you can restore to a point before the infection. Second, encrypt backups both in transit and at rest so that even if ransomware reaches your backup files, it cannot read or weaponize the underlying data. Third, keep your backup software, operating system, and applications updated to close known security vulnerabilities. An isolated offsite or cloud copy is particularly valuable because ransomware cannot reach it the way it can reach local infrastructure connected to the same network.

How often should I back up my server?

The right backup frequency depends on how quickly your data changes and how much data loss your business can tolerate. A common approach is to back up business-critical data to both local and offsite storage daily, and less critical data weekly. For environments where even a few hours of data loss is unacceptable, hourly backups may be appropriate. Regardless of frequency, backups should be automated to prevent accidental gaps, and the schedule should be reviewed periodically as your data volumes and business needs change.

What should I look for in a server backup solution?

When evaluating server backup software, the most important factors are compliance with industry regulations such as HIPAA if applicable to your sector; real-time reporting and configurable email alerts so you always know the status of your backups; support for multiple backup destinations including local, NAS, and cloud storage; and access to a competent local support team who can help when something goes wrong. The ability to scale as your storage needs grow and to perform bare-metal or hardware-agnostic restores are also critical for businesses that need to recover quickly after a major failure.

6 Server Backup Best Practices: How to Keep Your Data Safe

by Josefine.Fouarge on Mar 24, 2026 12:00:00 AM

6-Server-Backup-Best-Practices-Novabackup-

Businesses rely heavily on the integrity and availability of their data. And the backup of your servers is essential for business continuity and data loss prevention.

Whether you're running a small business, managing data for a larger organization, or offering managed services, understanding how to effectively back up your (or your customers’) servers can save you from costly downtime and data loss.

74% of SMB owners either self-manage their cybersecurity or rely on untrained family members or friends. Furthermore, 26% of these owners acknowledge that the person managing their cybersecurity lacks adequate training. (Viking Cloud, 2025)

In this blog post, we’ll provide five practical tips for your server backup so that you can make an informed decision about how to set up and manage your backup jobs based on your specific needs, industry regulations, and more.

How to Back up Your Server – Step-By-Step
File vs System Server Backup
Server Backup to Local Backup Storage
Offsite and Cloud Server Backup
Hybrid Server Backup
Increased Security for Your Server Backup
Extra Tip: What to Look for in a Server Backup Solution
Conclusion

1) How to Back up Your Server – Step-By-Step

There are two parts to creating a comprehensive server backup that gives you the best chance of recovering your data and systems after a data loss scenario, such as accidental deletion or a ransomware attack: Automate as much of the backup process as possible, and review and adjust it from time to time.

At a high level, this could mean:

1. Identify Critical Data

Not all data needs to be backed up at the same cadence. Prioritize the files, databases, and system configurations that are critical to your business. And don't forget, re-evaluate your prioritization periodically to include new applications, files, and folders.

2. Choose a Backup Destination

This can be local (an external drive or network storage) or cloud based. Today, many organizations opt for hybrid setups that combine both. Many government and industry regulations even require companies to maintain both onsite and offsite backups of their data.

3. Schedule Regular Backups

Establish a regular schedule that minimizes disruptions. For example, back up business-critical data to local and offsite storage daily, and less critical data weekly. The actual frequency will depend on your business. If daily is not enough, try hourly. Also, automate this step to ensure that backups run at scheduled times and are not accidentally missed.

16% of SMBs never back up their data. (Viking Cloud, 2025)

4. Test the Backup Process

Make sure your backup is working, - that is, that you can easily restore your files - by running test restores on a regular basis. Many companies overlook this step until it's too late. In addition to knowing that your backups are working, it also ensures that you know how to recover your files and systems in a worst-case scenario.

5. Monitor and Review Logs

Keep an eye on backup logs to make sure everything is running smoothly. Nothing is worse than thinking everything is fine, only to find that, for example, your backup storage has been broken for weeks.

When a backup and recovery strategy is carefully planned, supported by flexible technology, and properly managed, the only thing separating organizations from returning to business after a data loss event is the time it takes to complete a recovery.

To learn more about building a comprehensive backup and recovery strategy that meets your business needs, read our whitepaper “Secure your data, protect your business.”

2) File vs System Server Backup

File Backup

A file backup contains all the files and folders that you have selected to be backed up, as well as any recent changes to them. A file backup is also the easiest type of backup to restore from because you only need to access the relevant backup media to restore individual files or folders from it.

File backups are typically stored in a compressed, proprietary format that requires the software that created the backup to restore them. File backups are typically performed with an initial backup of all selected data, followed by a subsequent backup of changes to those files and folders.

For example, NovaBACKUP uses the incremental forever backup scheme, in which each storage medium holds the complete set of files selected for backup, and then sends the changes on file or block level only at the scheduled time.

Incremental-Forever-Backup-Diagram-Novabackup

This flexible approach helps you manage your backup storage more efficiently to reduce costs, reduces the time it takes to perform backups, and simplifies data recovery by allowing you to review different versions of a file and even restore something from several weeks ago (if you have enabled this in the backup's retention settings).

Disaster Recovery or Image Backup

An image-based backup, also known as a disaster recovery, disk image, or system image backup, allows you to create a full disk backup of your entire system (or one or more partitions), including your operating system, settings, applications, and all your data, rather than just your files and folders. These backups are often made periodically in addition to regular file backups.

When you create a Disaster Recovery or image backup, you can quickly restore your entire server exactly as it was, even if the new server utilizes different hardware. This can be very effective in disaster recovery scenarios where your entire system is lost. Some backup solutions can store the image as virtual hard disks (VHD/VHD(x)) that can later be mounted as a virtual machine using Hyper-V, reducing the time it takes to access important system information or your data.

3) Server Backup to Local Backup Storage

When it comes to selecting the best storage device for your server backups, there are a lot of options. One thing to remember is that you don't want to just set up a, say, Network Attached Storage (NAS) and call it a day. A secure and reliable server backup solution utilizes multiple backup destinations and storage devices to ensure comprehensive data protection (more on this in the "Hybrid Server Backup" sections below).

When choosing the best storage medium for your local server backup, you should be able to choose the device that makes the most sense for your environment. For example, if you need to back up a single physical server, a direct-attached hard drive or solid-state drive might make more sense than a high-end NAS. More importantly, whatever you use should be able to scale as your storage needs grow.

Here’s a brief overview of typical local backup storage that can be used for your server backup, along with its advantages and disadvantages:

External Hard Drives (HDD), Solid State Drives (SSD), USB Drives

Advantages: Easy to use with a fast data transfer and high storage capacity, while being relatively cost-effective.

Disadvantages: Vulnerable to physical damage (HDDs in particular are prone to damage), and data could be lost in the event of theft. 64% of downtime events are related to human errors, such as device mismanagement, misconfiguration, and inadvertent data loss. (ITIC Research, via Expert Insights)

Network Attached Storage

Advantages: Centralized data storage with options for built-in redundancy.

Disadvantages: High initial purchase cost and requires some technical knowledge for setup and management. If you’d like to dig deeper into how NAS can be beneficial for your backup strategy, continue with our “Essential Guide to NAS as Backup Storage for SMBs.”

A note on backup appliances: If you choose a backup appliance that comes with backup software, make sure you can easily add other storage destinations, such as cloud storage, to ensure a well-rounded backup strategy.

4) Offsite and Cloud Server Backup

Organizations that protect data onsite only are highly susceptible to data loss due to human error, intentional deletion, natural disaster, software corruption, hardware failure, and malware. This is where offsite and cloud backup become essential.

Cloud backup creates a redundant copy of your data to protect against local disasters and improve restore reliability. By storing data in multiple redundant storage infrastructures, you can return to any point in time quickly, without requiring additional investment in hardware infrastructure, software, or maintenance.

When deciding whether cloud backup is right for your server backup strategy , consider the following:

Reduction in Costs: Administrative overhead is greatly reduced. A single administrator can manage and monitor cloud backups centrally or on the go. You pay only for the storage space your data actually requires, with no hardware investment needed.
Unlimited Scalability: Cloud storage adapts to your organization's changing requirements far faster than a traditional model. Businesses with fluctuating storage needs can take advantage of pay-as-you-grow models, avoiding unnecessary upfront investment.
Access and Flexibility: Data can be monitored and managed from wherever you are, with the ability to back up and restore to and from anywhere with an internet connection.
Security and Compliance: Cloud backup stored with encryption at rest and in transit, combined with access controls and an audit trail, helps businesses meet regulatory requirements such as HIPAA.
Ransomware Mitigation: Storing an isolated offsite copy of your data via cloud backup can mitigate the effects of a localized ransomware infection and provide a clean copy to restore from.

5) Hybrid Server Backup

While cloud backup alone offers strong offsite protection, relying exclusively on it leaves you entirely dependent on your internet connection and a single provider. The most resilient approach combines the speed of local backup with the redundancy of cloud storage, this is what's known as a hybrid backup strategy.

One of the most common backup guidelines to achieve a combined local and cloud backup is the 3-2-1 rule. No surprise, since it's easy to remember and usually cited as a great example of a reliable and restorable backup strategy.

The 3-2-1 rule states that every local backup should be accompanied by an off-site backup. Cloud-based storage, in particular, has made it much more convenient and affordable to store data off-site, protecting your data from floods, fires, and other natural disasters as well as cyberattacks.

76% of organizations have experienced critical data loss, and 45% of those businesses lost their data permanently as a result. (Expert Insights, 2025)

Backup solutions like NovaBACKUP even allow you to combine local and cloud backups in a single hybrid backup job, saving you time and making backup management more efficient. This also addresses one of the key trade-offs of cloud-only backup: speed of recovery. Restoring from a local backup is significantly faster than downloading large files from the cloud, while the cloud copy ensures you're protected even if your local storage is compromised.

Want to learn more about the combination of local and cloud backup and its advantages? Read our whitepaper “Beyond the Cloud: Why SMBs Need Hybrid Backup"

6) Increased Security for Your Server Backup

In addition to setting up multiple backup jobs that store your business-critical data in different locations as part of your data security strategy, it's vital to ensure that no unauthorized entity can access that data. This is especially important with ransomware attacks on the rise.

While a backup solution can't prevent a ransomware attack, a backup can keep your company from going out of business by allowing you to quickly restore encrypted data without paying the ransom.

SMBs experience ransomware breaches at more than twice the rate of larger organizations, with 88% of SMB breaches involving ransomware compared to just 39% at larger organizations. (Verizon, 2025)

To ensure that you can still access your backups after an attack, consider implementing these additional backup strategies:

Multiple Copies in Multiple Locations: We already talked about the importance of having multiple copies of your data in multiple locations to ensure redundancy, meaning you can recover from one copy of your data even if the other is inaccessible. However, having multiple copies of your data is not enough. Make sure each copy consists of multiple versions of your data from different time periods, such as a day, week, or month ago.
Encryption: Encrypting backups in transit and at rest prevents ransomware from accessing the data in your backup files. While ransomware can still encrypt the already encrypted backup files themselves, at the very least, it can't access and read your backup data

In 30% of ransomware attacks where data was encrypted, data was also stolen. (Sophos, Ransomware Report 2023)

Regular Updates: Ongoing software updates to fix bugs, ensure support for the latest operating systems and applications, and improve the usability and performance of the solution should be provided to minimize security risks. This applies not only to your backup software but also to your operating system and any applications running on it.

Extra Tip: What to Look for in a Server Backup Solution

Choosing the right tool backup software for your server can make or break your data protection strategy. With so many options on the market, how do you select the one that fits your needs?

When looking for backup software for your servers, in addition to the topics mentioned above, here are some key factors to consider:

Industry Regulations: If you work in an industry that must comply with strict regulations, make sure the backup solution is compliant. For example, HIPAA regulations require healthcare organizations to have a data protection plan in place that includes regular backups, secure storage, and the ability to recover data in the event of a disaster.
Real-time Reporting and Email Alerts: You should be able to know the status of your backups no matter where you are. Make sure you have the flexibility to configure alerts and email notifications. Even better, you should be able to set alerts for each backup job, as well as a daily, weekly, or monthly summary report.
Local Support: When you need technical support, the last thing you need is boilerplate answers from untrained overseas call center agents. Find out where your backup support team is located and find a solution with a competent local support team that understands your environment and your situation. This list is not meant to be exhaustive, and depending on your business, you may have many more requirements to take into consideration.

The right backup solution can mean the difference between a quick recovery and permanent data loss. Don't leave it to chance and book a consultation with our backup experts and get a strategy built for your business.

Conclusion

Building a reliable data protection strategy doesn't have to be overwhelming, but it does require a thoughtful, layered approach. By identifying your critical data, choosing the right mix of local and cloud storage, scheduling and testing your backups regularly, and securing them against threats like ransomware, you give your business the best possible chance of recovering quickly from any data loss event.

No two businesses are alike, so the right backup and recovery plan will look different depending on your size, industry, and specific needs. What matters most is that you have a strategy in place and that you revisit it regularly as your business grows.

42% of MSPs said that Disaster Recovery is driving growth in their business. (ScalePad, 2023)

At NovaBACKUP, we've helped businesses of all sizes build reliable, scalable backup solutions tailored to their environment. Book a consultation with our backup experts and get a data protection strategy built for your business.

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