When planning your business backup strategy, it's important to understand that protecting only your servers is usually not enough. While servers often store critical data and applications, many UK small businesses and SMEs rely heavily on user devices—such as laptops, desktops, and mobile devices—for daily work. These devices can hold essential files, emails, and configurations that, if lost, could disrupt operations just as severely as server downtime.
Why backing up user devices matters
Data loss on individual devices can happen for many reasons: accidental deletion, hardware failure, ransomware attacks, or theft. If backups cover only servers, recovering lost files from personal devices becomes difficult or impossible, leading to extended downtime and lost productivity. For example, a sales team member's laptop might contain important client proposals or contact lists not stored on central servers. Losing this data could delay projects and damage customer relationships.
Backing up all user devices helps reduce the risk of data loss and supports quicker recovery. It also aligns with UK data protection expectations under UK GDPR and the Data Protection Act 2018, which require businesses to safeguard personal and sensitive information. Regular backups that include user devices can form a key part of your overall cybersecurity and compliance posture, especially if you aim for Cyber Essentials certification or ISO 27001 alignment.
A practical example
Consider a UK-based SME with around 50 employees. Their IT partner initially focused backups on servers and network storage. One day, a ransomware attack encrypted files on several users' laptops. Because those devices weren't backed up, the business faced days of disruption while IT tried to manually recover data and rebuild systems. After this incident, the IT provider implemented a comprehensive backup solution covering all user devices, using automated cloud backups with versioning. This change significantly reduced the risk of future data loss and improved business resilience.
Checklist: What to do next
- Ask your IT provider: Do backups include user devices as well as servers? How often are backups performed?
- Check backup scope: Confirm which devices and data types are covered—laptops, desktops, mobile devices, email, and local files.
- Review backup storage: Are backups stored securely offsite or in the cloud? Is data encrypted at rest and in transit?
- Test recovery: How quickly can data be restored from user devices? Are recovery procedures documented and tested?
- Ensure access control: Are backups protected with multi-factor authentication and strict access permissions?
- Consider compliance: Does your backup strategy support UK GDPR and Cyber Essentials requirements for data availability and integrity?
- Internal check: Identify critical user devices holding unique data and verify they are included in the backup policy.
Backing up all user devices, not just servers, is a practical step to reduce downtime, protect valuable data, and maintain customer trust. If you're unsure about your current backup arrangements, it's worthwhile to discuss your needs with a trusted managed IT provider or IT advisor who understands the specific risks and compliance expectations for UK SMEs.