When managing your business's IT, it's important to understand the difference between backing up servers and backing up individual devices like laptops or desktops. Server backups focus on copying and protecting the data and applications stored centrally on company servers, which often host critical business systems, shared files, and databases. Device backups, on the other hand, protect the data stored locally on each employee's computer or mobile device.

This distinction matters because servers and devices face different risks and support different recovery needs. If a server fails or is compromised, it can disrupt multiple users and business functions at once, potentially causing significant downtime. Device backups are essential for protecting individual work files, emails, and settings, especially if a device is lost, stolen, or damaged. Both types of backups are vital to maintain productivity, safeguard customer data, and meet compliance requirements such as UK GDPR and Cyber Essentials.

Why this matters for UK SMEs

Consider a typical UK SME with around 50 staff. Their server hosts shared documents, customer databases, and finance software, while employees use laptops for daily tasks. If the server suffers a hardware failure or ransomware attack, without recent server backups, the business risks losing access to critical data and systems, leading to hours or days of downtime and potential regulatory issues if personal data is affected.

Meanwhile, if an employee's laptop is stolen and only the device backup is missing or outdated, they may lose important emails or work files, causing delays and frustration. A managed IT provider would ensure regular, automated backups of both servers and devices, stored securely and tested for recovery. They would also help implement security controls like multi-factor authentication (MFA) and access restrictions to reduce the risk of data loss or breach.

Practical checklist for UK SMEs

• Ask your IT provider: How often are server backups performed and where are they stored? Are backups encrypted and protected against ransomware?
• Check if device backups (for laptops, desktops, mobiles) are automated and include user data and system settings.
• Confirm backup retention policies meet your business needs and any compliance requirements (e.g., Data Protection Act 2018).
• Review access controls to backup systems—who can restore data and how is this logged?
• Test restore procedures regularly to ensure backups are reliable and complete.
• Ensure your provider supports secure offsite or cloud backup storage to protect against physical damage or theft.
• Verify that your IT partner includes backup status monitoring and alerts in their service level agreement (SLA).

Next steps

Backing up servers and devices are both essential parts of a robust IT strategy for UK small businesses and SMEs. If you're unsure whether your current backup arrangements cover both effectively, speak with a trusted managed IT provider or IT advisor. They can help assess your risks, review your backup policies, and recommend improvements that align with your business priorities and compliance obligations.