The 3 2 1 Backup Rule Explained for Small Businesses
The 3 2 1 rule is the simplest way to check whether your backups would really save you. Here is what it means, the modern 3 2 1 1 0 version, and how to apply it to a typical North East business.
Moving files from a server to SharePoint and OneDrive
For many small businesses, the biggest cloud win is replacing the shared drive on an office server with SharePoint and OneDrive, which are included in most Microsoft 365 business plans.
Shared company files move into SharePoint, organised into sites or Teams for each department or function. Personal working files move into each person's OneDrive. Files sync to laptops so they can be opened in File Explorer as before, and they are available from a web browser or phone when needed. Version history makes it easy to go back to an earlier copy, and several people can work on the same document at once.
A good migration needs some thought beforehand. We look at your current folder structure and permissions, tidy up what can be archived or removed, design a sensible layout and check for files that do not suit SharePoint, such as some database files or very large design files. Then we move the data, check it and help your team find their way around.
Hosted servers and virtual desktops
Some software still needs a Windows server, for example certain accounts, practice management or industry specific applications. If your on site server is ageing, one option is to run that software on a hosted server instead.
We can host servers in Microsoft Azure, Amazon Web Services or UK data centres, choosing what suits the software, your budget and any data location requirements. Staff connect securely from the office or from home, and the hardware is someone else's problem.
Virtual desktops go a step further: each user gets a full Windows desktop running in the cloud, which they can reach from almost any device. They can work well for specialist software, teams spread across several locations or contractors who need controlled access. They are not right for everyone, and we will explain the trade offs.
When a server in the office still makes sense
The cloud is not always the cheapest or best answer. If your software needs fast local access to very large files, your internet connection is limited, or a hosted option would cost far more over its lifetime, keeping some equipment on site can be the sensible choice. We will set out the options and the long term costs side by side so you can decide.
Cloud phones and business apps
Phone systems have moved to the cloud too. Through our sister brand Virtual Voice Office, we provide cloud phone systems that work on desk phones, computers and mobiles, so calls follow your team wherever they are. Many other business applications, from accounts packages to CRM systems, are now offered as cloud services. We can help you choose, set up and connect them securely.
Keeping cloud costs under control
Cloud services are usually charged monthly per user or by how much you use. That flexibility is useful, but costs can creep up: licences for people who have left, subscriptions nobody remembers signing up for, or hosted servers running at a larger size than they need.
We review your cloud subscriptions and resources regularly, remove what is not needed and right size what is left. Before any move, we give you a realistic estimate of ongoing costs so there are no surprises.
Security and backup in the cloud
Moving to the cloud does not remove the need for good security; it changes where it is needed. We protect every cloud service we set up with multi factor authentication, careful sharing settings and admin account controls. We also make sure your data is backed up independently, because cloud providers protect their service, not your data against deletion or ransomware. Read more on our backup and recovery page.
Moving in stages
A move to the cloud does not have to happen all at once. Many businesses start with email and files in Microsoft 365, then move other applications as their software contracts renew or their server reaches the end of its life. Planning in stages spreads the cost and the change for your team, and we can set this out as part of an IT roadmap.
A good internet connection matters
The more you rely on the cloud, the more you rely on your internet connection. A reliable business connection, ideally with a backup, is part of any cloud plan. Our sister brand Cyber Fibre provides business broadband, and we can add 4G or 5G backup so your team can keep working if the main line goes down.
If you are thinking about the cloud, or your server is getting old, get in touch and we will talk through the options honestly.