Testing Your Backups Is Just as Important as Making Them

So you've got backups in place. Great! You can tick that box and sleep easy, right?

Well . . . not quite.

A backup is only useful if it actually works when you need it, and you won't know that unless you test it.

Let's walk through how backups can fail, what to look out for, and how to avoid discovering the problem when it's too late.

Backups Can Fail Silently

A backup job can appear to be running without actually protecting anything. Sometimes it's misconfigured from the start. Maybe it was pointed at the wrong folder, or set up to back up an empty directory. In other cases, it simply backs up the same data repeatedly without detecting changes, and sometimes it never even runs at all.

These silent failures are surprisingly common and often go unnoticed until data is lost.

Backups Break When Something Changes

Backups are not a "set and forget" task. Any number of routine changes can quietly stop them from working:

1. Someone unplugs the external USB drive and forgets to reconnect it.
2. A remote server changes its IP address or login credentials.
3. Cloud storage permissions or tokens expire.
4. An update alters the file paths or software behavior.

Unless someone is actively monitoring or testing, backups can stop working without setting off alarms.

You Might Not Be Backing Up What You Think You Are

It's easy to assume everything is covered. But what happens when:

1. A staff member creates a new folder for a new project?
2. Are you starting to use new software that stores files in different places?
3. A shared network drive has been moved or renamed?

If those changes aren't reflected in your backup system, those files won't be protected. That new folder might look safe . . . until it disappears.

Encryption Can Lock You Out

Encryption adds a layer of protection, but it can also add risk if it's not handled properly. If the person who set the password or encryption key is no longer with the business, and there's no record of the credentials, the data might as well be gone.

It's not enough to know your data is encrypted. You need to know you can decrypt it.

A Famous Example: Pixar and Toy Story 2

Pixar nearly lost the entire Toy Story 2 film during production when someone accidentally deleted the working files. When they tried to restore from backup, it failed.

The only thing that saved the film was a technical director who happened to have a copy of the files on her personal computer at home. That's how close they came to losing everything.

What You Should Do

The solution isn't just better backups; it's smarter testing.

1. Set a recurring schedule to test your restore process. Monthly or quarterly is a good rhythm.
2. Keep clear documentation about what is backed up, where it goes, and how to get it back.
3. Verify that all devices, folders, and new files are actually included.
4. Test decrypting encrypted backups so there are no surprises.

If all this sounds like something you don't have time for or are not confident your setup is working, we can help.

We'll audit your backup systems, test the restores, check for gaps, and give you a real recovery plan, not just a checkbox. Data backup isn't about having a copy somewhere, it's about being able to get it back when you need it.

If you'd like us to check your backups or run a test restore, get in touch. We'll make sure your safety net actually works. 903-347-0073