How to verify that the backup system is configured correctly

You set up a backup system, thinking everything is fine. It runs quietly in the background, and then one day a failure occurs, and you discover that half of your data was never actually saved. And this isn’t a dream—it’s a reality that one in three businesses faces. This article explains how to properly set up a backup system and what benefits it brings to a business.  

How to tell if your backup is set up correctly 

Data backup involves creating a copy of data that can be used for recovery in the event of loss or damage to the original data.  

Today, backup is no longer a difficult task. There are ready-made solutions available, particularly those basedon Veeam technologies, which can be adapted for both on-premises servers and data centers, as well as cloud environments. 

One of the most convenient options for businesses is Backup as a Service (BaaS). In this case, data is automatically stored in the cloud, and companies do not need to deploy and maintain a backup system on their own. In Ukraine, this service is provided by the cloud provider GigaCloud. 

You can be sure that your backup is set up correctly if:  

Data backups are created regularly 

Backups are created automatically according to a set schedule—hourly, daily, or weekly, depending on the criticality of the data. Several types of backups are typically used: 

• full backup—a copy of all data;  
• incremental—only changes since the previous backup are copied;  
• differential—all changes since the last full backup are saved.  

This approach helps quickly restore data and optimize storage usage. 

Data is stored in a separate environment 

Here, you should follow the "3-2-1" rule: make three copies of the data, store them on two different media, and keep one copy separate from the main infrastructure (cloud, another data center). This helps protect data in the event of hardware failure, a virus attack, file deletion, or a cyberattack on the main system. 

The team knows exactly what is being backed up and how 

Every IT department employee must clearly understand which systems and data are included in backups, how often they are created, where they are stored, and how recovery works. It’s also important to regularly verify that backups are actually working and that data can be restored quickly. In the event of a disaster, every team member must understand which process they are responsible for.  

What to check in the backup system 

The mere existence of backups does not guarantee a quick recovery. It is important to verify how long data restoration takes, whether individual files, servers, or the entire system can be restored, and whether test restores are performed regularly. 

The following metrics are also important: 

• RTO (Recovery Time Objective) — the time within which the system must be restored after a failure;  
• RPO (Recovery Point Objective) — the maximum acceptable data loss, for example, over the last 15 minutes or an hour. 

These parameters help assess how well the backup system meets business needs and whether the company is prepared for downtime or a cyberattack. 

Backups must be isolated from the main infrastructure and protected from unauthorized access. To achieve this, separate storage environments are used, such as a cloud server, access restrictions, encryption, and technologies that prevent backups from being modified or deleted within a specified timeframe.  

It is worth verifying that the backup covers all critical services: databases, virtual machines, ERP, CRM, email systems, and cloud environments. Often, companies back up only part of their infrastructure, which means that after a failure, recovery takes significantly longer. 

What a properly configured backup offers a business 

Reduced risk of data loss and downtime 

A properly configured backup and recovery plan reduces the likelihood of critical data loss and prolonged system downtime. If a failure, cyberattack, or human error occurs, the business can quickly restore data from a current copy and resume operations with minimal loss of time and resources. 

Greater confidence in post-incident recovery 

When backup is configured correctly, the company knows that data can actually be restored within the specified recovery time objective (RTO) and with an acceptable recovery point objective (RPO). This reduces stress during incidents and allows for action according to a clear recovery plan rather than in emergency mode. 

It is important to note that specialized solutions are used to manage backups; these automate processes, verify the integrity of copies, and allow for real-time monitoring of backup status. Among them:  

• Backup platforms (backup software)—for example, solutions from Veeam, which allow you to configure schedules, backup types, and automatic recovery. 
• Monitoring and alerting systems—tools that notify you of backup errors, insufficient storage space, or task failures.  
• Storage and access policies—settings that determine who has access to backups and how long they are retained (retention policy). 

Unsolicited advice: in addition to backups, we recommend setting up disaster recovery.  

Conclusion  

A properly configured backup system is a fundamental element of stable business operations. Regular checks, test restores, and data coverage monitoring help minimize the risks of downtime and data loss. 

Cloud technologies make the backup process more reliable and flexible, while also simplifying data storage and recovery management. Ukrainian businesses most often choose cloud solutions from the provider GigaCloud, which offers backup and disaster recovery services.  

Олена Болган