Should we keep backups onsite, offsite, or both?

Updated

Deciding where to keep your business backups—whether onsite, offsite, or a combination of both—is a crucial part of protecting your data and ensuring your operations can recover quickly after an incident. Backups are copies of your important files and systems that you can restore if something goes wrong, like a cyberattack, hardware failure, or accidental deletion. Choosing the right backup location affects how quickly you can get back to business and how well you meet legal and regulatory requirements.

Why backup location matters for UK SMEs

For small and medium-sized businesses in the UK, downtime or data loss can be costly. Losing customer data or financial records not only disrupts productivity but can damage trust and expose you to compliance risks under UK GDPR and the Data Protection Act 2018. Cyber Essentials and ISO 27001 guidance recommend having reliable, tested backups as part of your cybersecurity and business continuity plans.

Onsite backups are stored within your premises, often on external hard drives or local servers. They allow fast recovery since data is immediately accessible. However, onsite copies are vulnerable to the same risks as your original data—such as fire, flood, theft, or ransomware that encrypts all connected devices.

Offsite backups are kept at a different physical location, often in secure data centres or cloud storage. This separation protects your data if your premises are compromised. However, restoring from offsite backups can take longer due to data transfer times, especially with large volumes.

A typical scenario: balancing speed and safety

Consider a UK business with around 50 employees using a mix of cloud services and local servers. Their IT provider sets up an onsite backup for daily quick restores and an offsite backup updated every night. When a ransomware attack encrypts their files, the onsite backup is also affected, but the offsite copy remains safe. They can restore critical data from offsite backups while working on removing the infection, minimising downtime and avoiding paying a ransom.

Practical checklist: what to do now

  • Ask your IT provider: Do you maintain both onsite and offsite backups? How often are backups tested for reliability?
  • Check backup locations: Where are offsite backups stored? Are they in UK-based data centres with strong security controls?
  • Review backup frequency and retention: How often are backups taken, and how long are they kept? Does this meet your business needs and compliance requirements?
  • Confirm access controls: Who can access backups? Is multi-factor authentication (MFA) enabled for backup systems?
  • Test restoration procedures: When was the last time you or your provider performed a full restore test? Can you recover data within your required timeframe?
  • Document your backup policy: Ensure your backup strategy is written down and included in your business continuity plan.

Choosing both onsite and offsite backups provides a balanced approach—fast recovery from onsite copies and protection against physical disasters or cyberattacks with offsite copies. Speak with a trusted managed IT provider or IT advisor who understands UK SME needs to review your current backup arrangements and help tailor a solution that fits your business size, budget, and compliance obligations.

Tools & software for this topic

Not ready to change IT providers yet? These buying guides walk through tools your team can use to improve things on your own.

We may earn a small commission if you sign up with any of these tools and services, at no extra cost to you. We only feature tools that are appropriate for British businesses like yours.

Tools you can try right away

These tools line up with the topics in this guide and are commonly used by small and mid-sized businesses.

Acronis Cyber Protect

Best for: Best for UK SMEs seeking combined backup and malware protection in one solution

Integrated backup and cybersecurity for reliable data protection

Acronis Cyber Protect combines backup, disaster recovery, and cybersecurity features in a single platform. It is commonly used by organisations that want to reduce risk with integrated malware defence alongside data protection. Many find it useful for managing backups and security from one console.

AvePoint Cloud Backup

Best for: Best for UK SMEs needing comprehensive Microsoft 365 backup with granular recovery

Reliable cloud backup for Microsoft 365 with flexible restore options

AvePoint Cloud Backup is commonly used to protect Microsoft 365 data including emails, files, and Teams. It offers flexible restore options and supports compliance with UK data protection standards. Many organisations use it to reduce risk and simplify data recovery.

Backblaze Business Backup

Best for: Best for UK SMEs seeking simple, cost-effective cloud backup with unlimited data

Reliable cloud backup for straightforward data protection and recovery

Backblaze Business Backup is commonly used by small businesses for easy, unlimited cloud backup. It offers straightforward setup and predictable pricing, helping organisations protect data without complex management or hidden fees.

Backupify (Datto)

Best for: Best for UK SMEs using Microsoft 365 that want reliable, automated backup with straightforward restore tools

Automated cloud backup for Microsoft 365 with easy recovery options

Backupify (Datto) is commonly used to protect Microsoft 365 data including emails, files, and calendars. It offers automated backups with simple recovery options, helping businesses reduce data loss risk and maintain productivity without complex setup.

Box Business

Best for: Best for UK SMEs needing combined backup and team file access

Secure cloud backup with easy file sharing and collaboration

Box Business is commonly used by SMEs to back up data while enabling secure file sharing and collaboration. It offers strong integration with popular productivity tools and supports compliance with UK data protection standards.

Carbonite for Business

Best for: Best for UK SMEs needing straightforward cloud backup with easy restore

Reliable cloud backup with flexible recovery options for SMEs

Carbonite for Business is commonly used for cloud backup and disaster recovery by small and medium-sized organisations. It offers automated backups with flexible restore options, helping reduce data loss risk and maintain business continuity.

Need hands-on help?

If you’d rather have a provider handle this for you, here are firms that work on Backup & Disaster Recovery in United Kingdom.

Top firms for Backup & Disaster Recovery
Novatech
Portsmouth, England

Overview

Novatech is a managed IT services provider based in Portsmouth, England. This IT support company focuses on delivering practical solutions for small and medium-sized enterprises, charities, and education sectors across the UK. They specialise in computer building and IT support, aiming to enhance the operational efficiency of their clients.

This MSP helps clients by simplifying complex processes and offering clear guidance in selecting technology tailored to their needs. With a commitment to professionalism and organisation, Novatech ensures reliable service delivery, timely product availability, and customisable options without unnecessary software bloat. They adhere to UK GDPR and other relevant security standards to maintain data protection and privacy.

What clients say about this company

Clients appreciate Novatech for their clear communication and efficient processes. Customers have found it easy to understand their offerings, and they often receive products ahead of schedule, along with helpful support from knowledgeable staff during the purchasing process.

Feedback highlights the professionalism and expertise of the team at Novatech. Customers have noted the staff's ability to provide tailored recommendations and their efficiency in resolving issues, fostering a trustworthy relationship that encourages long-term partnerships.

4.2★
Cloud10 IT & Cloud Services
Manchester, England

Overview

Cloud10 IT & Cloud Services is a managed IT services provider based in Manchester, England. They specialise in delivering reliable IT support tailored for small and medium-sized enterprises (SMEs), charities, and professional services. With a focus on fostering secure communication and efficient issue resolution, this IT support company plays a vital role in enhancing the operational integrity of their clients.

This MSP is dedicated to providing consistent and effective support that simplifies the IT experience for its clients. They ensure that technical issues are resolved swiftly and that there is ongoing communication throughout the process. By offering a range of services, Cloud10 helps organisations streamline their operations while maintaining compliance with regulations such as the UK GDPR and Cyber Essentials.

What clients say about this company

Feedback from clients highlights the exceptional level of support they receive from Cloud10. Many appreciate the ease of raising issues and the prompt response times that facilitate smooth resolutions. Clients often remark on how well the team communicates during troubleshooting, which builds trust and reassurance.

5.0★
Geeks On Wheels
London, England

Overview

Geeks On Wheels is a managed IT services provider based in London, England. They specialise in offering a range of IT solutions to clients across various sectors, focusing particularly on small to medium-sized enterprises, charities, and educational institutions. This IT support company prides itself on dependable service that combines technical expertise with clear communication.

This MSP helps clients address common IT challenges, including connectivity issues, malware concerns, and remote access needs. Their technicians take the time to explain processes and provide tailored support to ensure clients fully understand their systems. With services informed by UK GDPR compliance and Cyber Essentials standards, they deliver solutions that prioritise security and reliability.

Geeks On Wheels also places an emphasis on user training and onboarding, helping clients optimise their technology. They aim to simplify complex tech issues for users, offering hands-on support whether in person or remotely. By focusing on customer satisfaction, this company builds lasting relationships with clients, ensuring their ongoing IT needs are consistently met.

What clients say about this company

Clients have expressed satisfaction with the service provided by Geeks On Wheels, noting their clear communication and effective problem-solving. Many appreciate the straightforward explanations given by technicians during in-home visits. This approach helps demystify technology for users, making IT services feel accessible and manageable.

Feedback highlights the thoroughness of the team, particularly when addressing issues such as malware and connectivity problems. Clients have reported that technicians are responsive and diligent, taking the time to ensure problems are fully resolved. This attention to detail reassures customers that their IT infrastructure is in capable hands.

The honesty and transparency of Geeks On Wheels have also been commended, as they provide clients with realistic assessments of their issues. Customers have noted that the team prioritises ethical service, often recommending cost-effective solutions rather than unnecessary add-ons. This trustworthy approach has fostered a strong sense of loyalty among clients.

4.8★
Solid Rock IT UK
London, England

Overview

Solid Rock IT UK is a managed IT services provider based in London, England. They focus on delivering reliable IT support and tailored solutions for a range of clients, including small and medium-sized enterprises, charities, and educational institutions. With a commitment to security, this IT support company helps clients navigate their IT challenges efficiently.

This MSP specialises in various areas, including cybersecurity, network cabling, and WiFi solutions. They aim to ensure that clients maintain robust IT systems while offering clear communication and thorough follow-up for all services. Solid Rock IT UK places a strong emphasis on delivering personalised support to meet the unique needs of each customer.

What clients say about this company

Clients appreciate the consistent follow-up and clear communication provided by this company. Many have noted the professionalism of their engineers, who demonstrate expertise when addressing issues related to hardware upgrades and system setups at clients' locations.

The company's dedication to thoroughness and transparency has also garnered positive feedback. Clients feel reassured by Solid Rock IT UK's honest approach and their ability to resolve IT issues promptly, helping them achieve necessary cybersecurity certifications and improve their network setups.

4.9★
Optima Computers
London, England

Overview

Optima Computers is a managed IT services provider based in London, England. This IT support company focuses on offering reliable IT solutions to a variety of clients, including small and medium-sized enterprises, charities, and professional services. Their aim is to ensure technology functions smoothly, helping organisations maintain productivity and efficiency.

This MSP provides a range of services, including IT support, data recovery, and WiFi solutions. They are known for their commitment to customer satisfaction, providing clear communication and timely assistance. With a strong emphasis on reliability and transparency, this company tailors its services to meet the specific needs of their clients while adhering to relevant standards such as UK GDPR and Cyber Essentials.

What clients say about this company

Clients often appreciate the personal and attentive service provided by Optima Computers. Many highlight the reliability and speed of their IT support, mentioning prompt responses to issues and effective resolutions. Positive experiences include efficient repairs and transparency regarding costs and procedures.

The commitment to customer care is frequently noted, with clients expressing gratitude for the patience and professionalism of the staff. This managed IT services provider has built a reputation for being friendly and approachable, making the technology-related challenges easier to face for their clients.

4.9★
XPS Solutions Ltd
Hessle, England

Overview

XPS Solutions Ltd is a managed IT services provider based in Hessle, England. This IT support company focuses on delivering comprehensive IT solutions to small and medium-sized enterprises (SMEs), charities, and professional services across the UK. They aim to assist clients in improving their IT infrastructure and ensuring smooth operations.

This MSP offers a range of services, including IT support and WiFi management, tailored to meet the needs of their clients. Their commitment to effective communication, quick response times, and problem resolution underlines their reliability. By adhering to standards such as UK GDPR and Cyber Essentials, they ensure that their solutions are secure and compliant.

What clients say about this company

Clients appreciate the prompt and effective support provided by XPS Solutions Ltd. Many have praised the team's professionalism and their ability to resolve issues rapidly, demonstrating a strong commitment to customer satisfaction. Their staff are often described as helpful and knowledgeable.

Feedback highlights the company's emphasis on empathy and clear communication throughout the support process. Clients report feeling reassured by the team's dedication to solving problems efficiently and providing excellent service, which effectively reduces stress and builds confidence in their IT systems.

5.0★

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