Data backup setup: what to know

What the job involves, what changes the price, and what to ask a pro.

What data backup setup is

A technician configures automatic backups of your computers or servers to external drives or cloud storage, and tests restores so you can recover files after a loss. You need it when losing your files would hurt your work, your records or your family photos, and no backup is running right now.

Signs you need it

  • You have no backup, or a backup you have not checked in a long time
  • A drive, laptop or phone failed and you could not get your files back
  • Your business keeps important records on one computer
  • You are not sure where your photos and documents are stored
  • You have had a ransomware or virus scare and want your data protected

What the pro does

  • Lists the files and devices that need backing up, with the things you want to keep
  • Chooses an external drive, a cloud service or both, based on your needs
  • Configures the automatic backup schedule and the retention settings
  • Tests a restore of a file and a folder to confirm the backup works
  • Shows you how to check the backup and how to restore a file yourself

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • The amount of data to back up and how fast it grows
  • The number of computers, phones and servers included
  • Whether an external drive or a cloud plan must be bought
  • Whether the backup must be kept off site as well as on site
  • How often the backup must run and how long copies are kept
  • Whether the setup includes training and a yearly check

What a written quote should spell out

  • The devices and folders included in the backup
  • The backup destinations, such as an external drive or cloud storage
  • The schedule and how long old copies are kept
  • The restore test results and the training provided
  • Any cloud plan or drive bought, with model and the terms

Questions to ask before you hire

  • What will be backed up, and what will not?
  • Where will the backup be stored, and is one copy off site?
  • How do I restore a file myself?
  • Do you test a restore, and will you show me the result?
  • How much does the cloud plan cost each year, and who owns the account?
  • Will you check the backup for me later?

Red flags

  • Sets up a backup with no restore test
  • Puts the cloud account in the technician's name, not yours
  • Says a backup is set up without showing the schedule
  • Will not explain how to restore a file

What you can do yourself

Copy the folders and photos that matter most to an external drive now, and keep at least one copy off site and check that it opens. Do not rely on a single drive, since drives fail. Call a technician to set up the automatic backup and test a restore.

Licenses and permits

A license is usually not required for data backup setup. Check with your state or local licensing agency about any business registration that applies, and ask the technician how it handles your data and its training.

Data backup setup questions

Is a cloud backup safe?

A cloud backup can be safe if the account is protected with a strong password and two step login. A technician can set this up and explain the risks.

How often should backups run?

It depends on how often your files change. Many people back up daily for work files and less often for photos.

Is syncing the same as a backup?

No. Sync copies changes, including deletions and mistakes. A backup keeps older versions so you can restore them.

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