This article is contributed by Joanne Weng, Sales Director at Synology

In today’s digital age, backup solutions are more critical than ever before. Businesses of all sizes must ensure that their data is secure and easily recoverable in case of data loss or cyberattacks. One of the most commonly cited backup rules is the 3-2-1 rule, which suggests having at least three copies of data stored in two different formats, with one copy stored offsite. While this serves as a solid foundation for a backup strategy, it may not always be practical or feasible for all businesses.

Should we follow the golden rule of 3-2-1 backup?

The golden rule has its limitations, especially for small businesses with limited resources. Implementing a complete backup solution can be costly, as it requires additional hardware and offsite storage solutions. According to a 2021 report from Databarracks, “implementing the 3-2-1 backup rule is becoming more expensive, with the cost of storage and cloud services rising by around 10% over the past year” (Source: TechRepublic).

For SMBs, prioritizing practicality in your office’s data protection plan is crucial, and identifying a suitable solution for your business is paramount. According to a survey by ITProPortal, 40% of small businesses do not have any data backup solution in place. Moreover, 34% of businesses have experienced data loss due to hardware failure or human error, and 25% have experienced data loss due to cyberattacks. Hence, the primary concern here is to implement this data protection strategy seamlessly and initiate it as swiftly as possible.

Reasons why small businesses don’t backup

Let’s delve into the reasons why SMBs often lack proper backup solutions. As previously mentioned, one of the primary limitations of backup is its cost. Budgetary constraints are consistently a major concern for most businesses. Backups might be perceived as both time-consuming and expensive due to hardware costs, recurring software license fees, and maintenance expenses.

Furthermore, constructing and managing a robust backup solution also demands significant effort, which many SMBs are unable to allocate. A dedicated IT team for setting up the necessary infrastructure is often lacking, leading to the outsourcing of such tasks.

Lastly, the recent adoption of hybrid working has resulted in office data scattered across different platforms and devices. This situation makes data centralization and management initially cumbersome. Additionally, data migration in such cases can give rise to security risks.

Backup solution with compatibility, capacity, and value cost

To overcome these challenges, small businesses need a data protection solution that facilitates scalable backup appliances, simplifies IT deployment and maintenance, as well as offers flexibility and secure integration across various platforms and devices.

Synology backup solutions are ideal for businesses, offering both on-premise and cloud-based backup solutions to cater diverse business needs. These solutions come with three key advantages: compatibility, capacity, and value cost. Unlike traditional backup appliances, there is no need to select corresponding backup software based on varying endpoint requirements and software compatibility. Synology’s hybrid-cloud provides a centralized backup appliance that spans across platforms, along with scalable storage. Utilizing enterprise-grade technologies such as global deduplication and changed block tracking (CBT), maximized storage efficiency with simplicity.

Moreover, the backup software licenses cover everything, from folder-level and bare-metal backups to VM and SaaS backups, and all of this is available at no cost—100% free. Synology’s public cloud backup service adopts a pricing method that only calculates storage space, instead of the number of devices or employees. This transparent pricing approach ensures there are no hidden costs associated with the backup package, setting it apart from other solutions available in the market.

Backup is not that hard: Deployment sizing recommendations for different usages

So, considering all the mentioned benefits, let’s focus on practicality: What is the ideal backup setup for small to medium businesses? Here are three recommended sizing for different segments of usage scenarios.

Smaller-sized businesses and startups

Starting from smaller-sized businesses, such as startups with around 30 employees. These companies require endpoint and SaaS backup capabilities to safeguard the data of their remote-working staff. Additionally, they might require storage scalability to accommodate future needs. Given that these businesses often lack dedicated IT personnel to formulate a comprehensive backup strategy, Synology’s Plus Series 4-bay or above model with cloud storage backup will be the most suitable solution.

For this context, the best approach is to employ Synology’s Active Backup for Business. This tool enables the automatic backup of office data from PCs, servers, and SaaS accounts (like Microsoft 365) to centralize all the data on the NAS. To further enhance the layers of protection for this centralized data, Hyper Backup can be adopted. This solution facilitates backing up the NAS, along with all its configurations, to options such as external hard drives, public clouds, or another Synology NAS device.

What’s more, the user-friendly intuitive UI, coupled with the setup wizard, allows the staff to easily set up the system. The powerful hybrid protection strategy comes at a cost comparable to that of protecting a set of individual PCs, making it undeniably a cost-effective backup plan.

Medium-sized businesses

Moving on, for a company size of around 200 employees, the deployment approach remains comparable to the one previously mentioned; however, a larger company size introduces additional factors, such as the need to back up virtual machines and the necessity for faster access speeds and greater storage capacity due to the increased scale.  Normally, businesses of this size would have an IT team for handling backup tasks, Yet, given the larger number of devices to be backed up, challenges arise in terms of cross-platform deployment and ongoing maintenance.

This is where Synology’s comprehensive backup software setups in to provide assistance. It not only supports almost all the common platforms in SMBs IT infrastructure but also provides a central management portal. Thus, Synology emerges as the most fitting choice for SMBs.

Similar to the Startups package, here we would recommend 8-bay or above Plus Series models along with C2 Storage for the data protection plan. This package could cover all the backup-needed platforms, and the storage can be easily expanded by providing flexibility in expansion in the future.

SMEs or Larger-Scale Corporations

Lastly, when considering larger companies, such as SMEs with approximately 1000 employees, the pain point would be similar to what SMBs face, but enterprises would require more complicated management due to the significantly larger number of devices. Furthermore, these enterprises would need more immediate recovery to minimize downtime. To meet the critical requirements in enterprises require, we can provide the corresponding one-stop backup solution with multiple-layer protection.

The highly scalable 2U rack models paired with Cloud backup prove to be an optimal choice. and in consideration of the recovery time requirement, it would be great to have another on-prem NAS for disaster recovery solutions so that enterprises can utilize Snapshot Replication for instant recovery. Even for large-scale enterprises, Synology would still become the best choice with flexible data protection deployment, including on-prem, cloud, and an extra DR site.

In conclusion, while the 3-2-1 backup rule is an essential starting point, it may not be enough to meet all business backup needs. Synology offers flexible backup solutions that can help businesses achieve reliable and cost-effective backups that suit their unique needs and risks. By taking a holistic approach to backup and regularly testing backup systems, businesses can ensure that their data is secure and easily recoverable in case of data loss or cyberattacks.