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Simple steps to secure your data and protect your business

Simple steps to secure your data and protect your business

Data protection legislation goes further than simply asking the IT department to implement “appropriate measures”, it also adds many new technical requirements to an organisations data and the systems that contain the data. It expects a commitment to invest time and money, it requires ‘board level’ focus to manage risk and a shift in culture. In truth, data protection is as much behavioural as it is technological. Expecting that systems, process and policies will provide enough security is simply put, naive.

Regardless of systems implemented no one is safe from an attack or data breach.

The first step to better security in the organisation is employee awareness. Employees are the greatest asset when it comes to data security, and, not surprisingly, the greatest liability.

Making employees think of cybersecurity and the role they play in the securing the data of the organisation is imperative.

Much like taking measures to secure your premises from intruders (burglars) with fences, bars, alarms and more; organisations are now expected to take similar measures to protect their digital assets; having an aware workforce puts more eyes and ears in the game. Emphasise data ethics, if it isn’t yours why take it?

Run awareness refresher sessions, make sure any and all changes to policy are well communicated and acknowledged. Call in guest speakers to chat with employees. Make awareness a key step when on boarding new staff.

The second key step is to draft data security policies. New systems, processes and procedures that are not under-pinned by solid policy-making, understood and supported by all concerned will remain weak, at best.

These policies must cover key issues such as:

Data Backup and Recovery

Setting up off-site storage
Document data management procedures
Test recovery frequently

Keep anti-virus, ransomware and malware protection software up-to-date

Run regular scans to confirm the validity of the protection software

Password management
Set down a password policy that combats:
Re-using passwords
Sharing passwords
Drive a minimum password length of eight (8) alpha-numeric with one ‘character’
Implement two-factor authentication wherever possible

Build a tightly secured network

Audit for default admin logins and passwords
Ensure, as minimum, SSL security is in place for web sites
Use strong encryption on all firewalls
Manage and monitor the use of external storage devices such as USB keys

Have a strong and clear approach to BYOD (bring your own device)

Keep operating systems and applications up-to-date

Never decline or postpone for too long an update from the OS or Application vendor.
Once an OS, Application or Browser has reached end of life make every effort to get it out of the organisation.
Limit the use of local admin rights.
Regularly audit laptops for obsolete, no longer used user accounts – get rid of them
Thirdly, engage with third-party specialist cybersecurity and data protection experts. Cybersecurity and counter measures a fast-moving target, expecting in-house IT shops to keep up is a nearly impossible ask. Larger companies may setup a dedicated team of experts organisational cybersecurity as their focus, it will still be a difficult job for them to keep up. Setting up strategic partnerships with experts.

Third party specialists can help with understanding legislation in the context of the organisation, carry out audits and vulnerability assessments, assist with simulations (specifically data recovery), construct communication campaigns in the event of a breach and lastly, give Board Members the comfort that the measures being taken to secure the company data are not just adequate but tried and tested.

Got a question or need help to secure your business?.

How no Data Protection or Cybersecurity can impact your business reputation

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How no Data Protection and Cybersecurity plan can impact your business reputation.

Why does data need to be protected?  Before answering this question, we need to agree on what Data Protection and Cybersecurity are.


Data protection is a set of laws, regulations and best practices intended to secure digital information without limiting the use of the data for business purposes all the while not compromising the data in any way, thereby safeguarding the data from unstated or malicious use.

Cybersecurity is the measures and processes taken to protect a computer system or data against unauthorized access or attack.  Both set down minimum standards and reporting requirements for serious breaches.  There are essentially two reasons organisations should protect data, legislation and reputational damage.


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In the European Union, the expectation that data is protected is a right. As such, the General Data Protection Regulation (GDPR), since coming into force in May 2018, has provided a robust framework for ensuring that right.

Data Protection laws vary from country to country, but the principle of the laws are similar. Many countries have derived their legislation from GDPR.  A fiduciary obligation is the legal obligation of one party (a fiduciary) to act in the best interest of another. The fiduciary is someone (a person or persons – not an organisation) entrusted with the care of assets or property. The fiduciary, in most cases C-Level Executives, have the same obligations for data since it is considered as an asset, failure of these obligations may lead to personal liability and legal consequence.

Reputational Damage

The greatest harm a breach can cause is the loss of the customer’s trust. It can take years to build a company’s reputation and one breach, in a matter of hours, can destroy that. The actual breach is the tip of the iceberg, in most cases, a breach is closely followed by customer or shareholder lawsuits.

It is for these reasons that adopting sound data protection procedures to avoid any sort of cybercrime is no longer optional.

In general, data protection legislation distinguishes ‘personal data’ and ‘sensitive personal data’ (data pertaining to, for example, ethnic background, religious beliefs, health, etc.). Data protection frameworks provide suggestions and rules on how data is to be stored and used in business activities (e.g. for marketing).

Organisations are to ensure data is:

  • Used in ways that are stated up-front with the owner of that data
  • Stored only for the period of time it is needed
  • Stored safely and securely
  • Recoverable for data forensic usage if ever required, in line with local legislation (for example financial transactional data must be stored for 7 years in many countries)

Organisations have two sets of data – that belonging to the customer and that of the employees – all of which need to be protected, to prevent misuse by unauthorized third parties for purposes of fraud.

For a free consultation please contact Sales@mrbackup.biz

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Why do backups fail

Backup Software alone is not enough!

Dont trust your backup software to protect your business

We belive you must check your backup jobs everyday to ensure you stay on top of issues causing backup software to skip files, or stop working altogher. This could leave your backups useless when you need them most.

7 Reasons why data backup and resotres fail

The data below was created from a sample of 200 customers looking at common failures due to external forces causing backups to fail which Mr Backup Support desk resolve for cusotmers on a daily basis

“60% of Backup jobs are incomplete”

“50% of data restore attempts fail”



Backup jobs fail due to external networking, security settings, ISP connectivity, cyber-attacks and bandwidth to the internet causing backup jobs to fail.



Backup jobs fail due to infrastructure change from passwords, network settings, security updates, machines replaced, moved folders. The list is endless and anything you change in your system could affect your data backup system and stop jobs completing or skipping files.



Often overlooked is free space to store backup data. Backup drives can become full very quickly if not monitored and backup jobs will fail. Our support desk find that 20% of support tickets are generated to make more space for backup by freeing up space, archiving, deleting temp files or adding more backup storage space.



10% of backup job failures are caused by services going offline. This can be hardware being offline, software services stopped or paused caused by updates or system restarts.



Software and file corruption often occur when applications crash or machines lock up causing 5% of backup jobs to fail.



Maintaining a high-quality of service LAN is vital to protecting your data. Backup jobs can handle minor network delays but 5% fail due to network availability between the data being protected and the backup target.



4% of backups fail due to user intervention. Mainly caused by manually stopping backup jobs that are running during critical times to free up system or network resources. Or users have changed and edited jobs and have failed.

Your Cloud is Fragile Handle with Care

How to protect your data in the cloud Does Google, Microsoft, Amazon, Dropbox backup my data?

If you are using Google Drive, Microsoft OneDrive, Dropbox or any other Free cloud storage provider they all use file synchronisation technology to create a copy of your data.

While these cloud systems state they Backup your data and provide data protection and recovery it is very limited in what they can recover and comes with a hidden risk you may not know about.

Like every other storage media whether it is your PC hard drive, USB Storage Disk, NAS it still needs to be protected with a separate backup tool that follows the 3-2-1 Backup Rule that is independent of the storage system you use to store your files.

For example, Dropbox duplicates your files onto every computer you own, it also keeps its own set of backups – so you can roll back to an earlier version of a file, or recover deleted items. This feature can be a real life-saver: to recover a deleted file, you can just log in through the browser, click Files, then click Deleted files in the sidebar. Find the file you want to resurrect and click restore.

The catch is that changes and deleted files are only stored for 30 days, after which they’re purged. So while Dropbox can rescue you from short-term problems, it’s no use when you need to restore a document that was changed or deleted a few months ago. You can extend the window to 120 days by upgrading to a Dropbox professional account £199 annually, or £19.99 per month.

With all these systems, Google Drive, Microsoft OneDrive, Dropbox and others your files are dispersed to all your devices.  Each one of your devices is a week point and are open to ransomware encryption, corruption from Malware, infection of viruses and open to theft by using your mobile devices on public WiFi networks.

Anyone of these threats can affect the files on your device and synchronise the affected file to your cloud storage. Once in the cloud, it will wreak havoc on the rest of your files and will infect others when you share files with infection.

We recommend you protect and secure your cloud storage. Have a separate backup system for your cloud storage and install antivirus and malware protection software on your PCs and Mobile devices.  See below for some recommend product from Mr Backup

Office Backup System

Backup all your PC and Mobile data to one central point in your office with a network attached backup storage device. 

Features include:

  • Simple user-friendly setup
  • Data Encryption, backup and restore 
  • Scalable solutions for home user up to enterprise businesses 
  • Synchronise to cloud backup for additional protection 
  • Setup and support from Mr Backup Service Desk

Theft Proof Data Storage

Mr Backup’s unique Stealth Replicator is installed in over 1000’s of customer premises backing up PCs, Servers to one central point with archive backups stored in our datacentres. 

Features include:

  • Covert Design fools would be thieves 
  • Securely screwed to a wall or hidden out of sight
  • Data Encryption, backup and restore 
  • Scalable solutions for home user up to enterprise businesses 
  • Synchronise to cloud backup for additional protection 
  • Setup and support from Mr Backup Service Desk
  • Daily monitoring and backup report 

How to backup to the Cloud

Every backup system should include an offsite backup copy to protect your data from every eventuality. Veeam Cloud Connect enables you to connect existing backup servers to Mr Backup’s Veeam Cloud Service backup storage in minutes. Segment a single backup repository into one or more cloud repositories, each with its own specified tenant. Manage resource allocations and expiration dates for each tenant. Cloud repositories are completely isolated from one another. Customers can also encrypt their backups – this is done at the source, before data leaves the customer’s network and without increasing bandwidth consumption. Because unlike a general purpose WAN accelerator, Veeam’s Built-in WAN Acceleration maintains data reduction ratios even with encrypted data streams.
How to backup to the Cloud


Data backup and protection is an important matter, and it becomes more sensitive when you try to backup data to an offsite server with the help of cloud-based services. Although the concern is understood, cloud-based data is automated, very safe, efficient, and the data is backed up to geographically dispersed locations, typically far away from the origin.  As a result, natural disasters, such as tornadoes, wildfire, floods, etc. won’t affect it.  The system is also efficient because it doesn’t require hardware changes and more storage space is always available for the users. But, is it safe for everyone? Is there any chance of hacking? I will give the answer to these questions below.

Keep in mind that not all cloud backup services are the same. They differ in technology, years of experience, and management. But, one thing is clear that you must know your wants and needs when it comes to protecting your data.

Where is the Data Stored?

The cloud has become more popular, but most don’t seem to know what it actually means. Most of the people have the concept that using the data storage service is risky because they think that all the data in the cloud usually go to a cyberspace where hackers can easily go and access it without any problem.

Well, this could be true if you are not using reliable data storage services. Cloud is a very simple service with data servers in data centres, connected with the main storage and the user’s personal account. The Internet is a network of servers that carries the data to and from data centres, just like a highway is for vehicles.

Data centres are very protective areas where highly skilled and reliable workers are appointed for the management of servers. In most of the cases, only a few reliable persons are given access to these data centres. The workers are allowed to access the data centres with several physical security options and with the permission of users, who provide the secret PIN to open the storage vaults. Video surveillance system is used for 24x7x365 in order to ensure the security of data. Many do not label their data centre as “Data Centre”, for security reasons; they are just typical buildings that blend with the neighbourhood buildings.

Data centres cannot be physically robbed. We have never heard such stories. However, it has a cyber-based system linked to the computers of users. No doubt that there is a minimal risk of cyber-crime or data hacking, but it is very rare because cloud backup companies have come up with sophisticated systems that can keep hackers off their servers.


Is backing up in the cloud really hackerproof? The simple answer is yes and no. If the technology used is a sub-standard, hackers can get access to the data centres with the help of specialised hacking protocols. However, the latest security systems have made it very difficult. For instance, multiple security levels (using emails, phone numbers, and physical statements) have made it almost impossible for hackers to access and compromise data.

Your data is much more secure being backed up in the cloud, where it is handled by qualified security experts than it is in the basement of your home.  Modern security applications and tools are implemented in order to ensure that there will be no risk. On the other hand, users are also encouraged to monitor the activities.