Keeping detailed logs of server activity is a crucial part of protecting your business's IT infrastructure. These logs record who accessed your servers, what changes were made, and when events occurred. Under guidance from the UK Information Commissioner's Office (ICO), maintaining appropriate logging helps you detect security incidents, investigate breaches, and demonstrate compliance with data protection laws like the UK GDPR and the Data Protection Act 2018.

Without effective logging, your business risks longer downtime, data loss, and damage to customer trust if a cyberattack or internal error goes unnoticed. For example, if an unauthorised user accesses sensitive customer data, logs can help identify the breach quickly and limit its impact. This is especially important for SMEs handling personal or payment information, where ICO expects adequate technical measures to protect data.

Why this matters for UK SMEs

Consider a UK-based company with around 50 employees that processes customer orders and stores personal details on internal servers. One day, unusual activity is detected: files are being deleted outside business hours. Without proper logging, the IT team struggles to trace the source and timing of the incident, delaying recovery and risking data loss. A managed IT provider with good logging practices would have detailed records showing which user accounts were active and what commands were executed, enabling faster response and minimising disruption.

Logging essentials under ICO guidance

The ICO does not prescribe exact logging settings but expects organisations to keep logs that support their security and data protection needs. Key types of logs to maintain include:

• Access logs: Records of successful and failed login attempts, including user identity, time, and source IP address.
• Change logs: Documentation of configuration changes, software updates, and permission modifications on servers.
• Audit trails: Tracking of file access, creation, modification, and deletion, especially for sensitive data.
• System events: Alerts on unusual activity such as repeated failed logins, malware detection, or unexpected shutdowns.

Logs should be stored securely, protected from tampering, and retained for a period aligned with your business's risk profile and compliance requirements—commonly at least 6 to 12 months.

Practical checklist for SMEs

• Ask your IT provider what types of server logs they collect and how long they retain them.
• Check that logs include timestamps, user IDs, and IP addresses for traceability.
• Confirm that logs are stored securely, with restricted access and protection against alteration.
• Verify if your provider reviews logs regularly or has automated alerts for suspicious activity.
• Ensure your backup procedures include log files so they can be restored if needed.
• Review your incident response plan to confirm how logs will be used during investigations.
• Consider whether your logging practices support compliance with Cyber Essentials or ISO 27001 if relevant.

By implementing these logging practices, your business can improve security monitoring, reduce the impact of incidents, and be better prepared for ICO audits or investigations.

For tailored advice on logging and server security, it's wise to consult a trusted managed IT provider or IT advisor familiar with UK SME needs and regulatory expectations. They can help you set up effective logging aligned with your business risks and compliance obligations.