Backing up your business data isn't just about keeping copies safe—it's a key part of meeting the UK Information Commissioner's Office (ICO) guidance on preventing data loss. The ICO expects organisations to take reasonable steps to protect personal data, and that includes having reliable backups to restore information if it's accidentally deleted, corrupted, or lost due to cyber incidents.
Data loss can be costly for any UK SME. Beyond the immediate disruption to your operations, losing customer or employee data can damage trust, lead to regulatory scrutiny, and potentially result in fines under the Data Protection Act 2018. Backups reduce downtime by allowing you to quickly recover files and systems, helping your staff stay productive and your customers confident that their data is handled responsibly.
Real-world example
Imagine a UK-based marketing agency with 50 staff who store client files and personal data across shared drives and cloud services. One day, ransomware encrypts their data, locking them out of critical documents. Without proper backups, they might face weeks of downtime and risk breaching ICO rules on data availability and integrity.
However, if they have a managed backup and disaster recovery service in place, their IT provider can restore the latest clean copy of data from secure offsite storage, minimising disruption. This not only helps them meet ICO expectations for data protection but also supports compliance with Cyber Essentials requirements by demonstrating control over data recovery.
Practical checklist for SMEs
- Ask your IT provider: How often are backups performed, and where are they stored? Are backups encrypted and tested regularly for integrity?
- Check backup scope: Does the backup cover all critical systems, including cloud services, endpoints, and servers?
- Review recovery times: What is the expected downtime if data needs restoring? Can your business tolerate that?
- Verify access controls: Who can access backups? Are multi-factor authentication (MFA) and strict permissions in place?
- Test restore procedures: When was the last time a full restore was performed to confirm backups work as intended?
- Document your processes: Maintain clear records of your backup policies and procedures to support ICO audit readiness.
Why this matters for your business
Backups are a practical safeguard that align with ICO guidance by ensuring personal data isn't permanently lost or compromised. They also help you prepare for audits or investigations by showing you have controls in place to protect data. Combined with other measures like access management and incident response planning, backups form a core part of a resilient IT strategy.
If you're unsure about your current backup arrangements or want to improve your data protection to meet ICO expectations, speak with a trusted managed IT provider or IT advisor. They can assess your risks, recommend suitable backup and disaster recovery solutions, and help you implement practical steps to protect your business and customer data.