Having a reliable device backup plan is an important part of meeting PCI DSS requirements for businesses that handle payment card data. PCI DSS (Payment Card Industry Data Security Standard) sets out security controls to protect cardholder information, and ensuring your devices—such as computers, payment terminals, and servers—are backed up helps prevent data loss and supports quick recovery in case of hardware failure, cyberattack, or accidental deletion.
Without a proper backup strategy, your business risks extended downtime, loss of transaction records, and potential breaches that could damage customer trust and lead to compliance issues. For example, if a payment terminal or point-of-sale (POS) system fails and you don't have recent backups, you might lose sales data or be unable to process payments promptly, impacting revenue and customer satisfaction.
Why this matters for UK SMEs
Consider a UK retailer with 50 staff who processes card payments daily. If their POS devices or back-office systems are compromised by ransomware or hardware faults, without backups they could face days of disruption. A trusted IT partner would implement automated backups stored securely offsite or in the cloud, ensuring data can be restored quickly. This reduces downtime, supports PCI DSS compliance by protecting cardholder data, and helps maintain smooth business operations.
Practical steps to check your backup plan
- Ask your IT provider: How often are device backups performed? Are backups encrypted and stored separately from the original device?
- Review backup scope: Do backups cover all devices that store or process cardholder data, including POS terminals, servers, and employee laptops?
- Test restores: Has your provider demonstrated successful data restoration from backups in a realistic timeframe?
- Access controls: Who can access backup data? Ensure strict permissions and multi-factor authentication (MFA) are in place.
- Compliance alignment: Confirm backups meet PCI DSS requirements, such as retention periods and secure storage.
- Internal checks: Verify backup logs regularly and confirm that backups complete without errors.
Common pitfalls to avoid
Many small businesses assume backups happen automatically but don't verify their effectiveness. Backups stored on the same device or network segment as the original data are vulnerable to the same risks, such as malware or physical damage. Also, failing to encrypt backups or control access can expose sensitive cardholder data.
Having a clear, documented backup strategy tailored to your business size and PCI DSS obligations is essential. This strategy should be reviewed periodically, especially when adding new devices or systems that handle payment data.
For peace of mind and to support compliance, speak to a trusted managed IT provider or IT advisor who understands PCI DSS and can help design, implement, and maintain an effective device backup plan. This ensures your business can recover quickly from incidents and protect your customers' data.