Top 8 Data Backup and Recovery Mistakes to Avoid

Backups rarely get the attention they deserve—until something fails.

One day, it’s business as usual. The next, someone deletes the wrong folder, a server goes down, or a ransomware message flashes on screen. At that point, your only question is: Can we get everything back?

If the answer is no, the impact can be devastating—especially for small to mid-sized businesses. Lost data doesn’t just slow you down; it can lead to fines, lost contracts, or permanent closure.

At Blue Saffron, we regularly review and upgrade data backup and recovery strategies for UK businesses. And time and again, we see the same mistakes. Avoiding them won’t just protect your data. It could save your business.

In this article, we look at the most common data backup and recovery mistakes UK businesses make, how to avoid them, and what a strong recovery strategy really looks like in 2025.

Microsoft 365. Google Workspace. Dropbox. Great tools—but they’re not backup solutions.

These platforms provide uptime, availability, and basic version history—but they don’t guarantee long-term recovery. If a file is deleted or corrupted and isn’t noticed in time, it’s often unrecoverable.

Microsoft’s own Shared Responsibility Model outlines that while they manage infrastructure, protecting business data—including backup and recovery—is the customer’s responsibility (source).

Relying solely on SaaS tools without a dedicated cloud backup service or full data recovery solution leaves your business exposed to permanent data loss.

The fix: A proper cloud backup service gives you daily backups, granular restore, and protection beyond the default retention period. Don’t rely on platforms to save what they never promised to protect.

If your backup device sits next to your server, it’s exposed to the same risks: fire, flood, theft, and power failure.

Even a basic hardware fault can take both the live system and the backup offline if they’re linked.

The fix: The best practice? The 3-2-1 rule:

• Three copies of your data
• Two different media types
• One stored securely offsite or in the cloud

This ensures your system backup and recovery plan holds up under real-world pressure.

Many businesses run backups every day—but never try restoring anything. Then disaster hits. Files are missing. Restores are incomplete. Or the process takes days instead of hours.

According to Datto’s 2023 Ransomware Report, 40% of small and mid-sized UK businesses estimate they would lose over £10,000 for every hour of downtime. With that level of financial exposure, testing recovery isn’t optional—it’s essential.

Restoration is where backup gets real. It’s not just about files—it’s about continuity: how fast you can be operational again, and whether you’ve captured the right data in the right form.

The fix: Schedule regular test restores. Time them. Document the steps. If you’re unsure, we offer simulated recovery sessions as part of our data recovery services.

Work doesn’t just happen on servers. It happens in cafés, home offices, and airports—on laptops and mobile devices that often fall outside formal backup systems.

If a device goes missing or fails, everything stored locally can vanish with it. Worse still, if it includes client data, the exposure can lead to legal and reputational consequences.

The fix: Use endpoint protection tools that automatically back up remote data to the cloud. This is especially important if you operate in a hybrid or remote-first setup.

Some businesses delete backups too quickly to save space. Others keep data forever, creating compliance headaches.

UK businesses are required to retain financial records for at least six years under HMRC rules (source). At the same time, GDPR requires that personal data not be kept longer than necessary.

The fix: Data backup management needs to align with both retention laws and operational needs. Use policy-driven tools to manage the lifecycle automatically.

Manual processes—like rotating drives or copying files once a week—create risk.

They rely on people remembering steps, following them correctly, and documenting the results. Any distraction, holiday, or simple mistake can break the process without anyone realising.

The fix: Modern backup solutions automate the job, monitor for success or failure, and alert you if something goes wrong. There’s no reason to rely on human memory for something this critical.

Backups should be protected like your primary systems—because if attackers get access, they can delete or encrypt them too.

In ransomware attacks, it’s now common for backup systems to be targeted first. If they’re stored on the same network, accessible with the same credentials, or lack encryption, they’re vulnerable.

Sophos’ 2024 Ransomware Report found that just 21% of UK businesses hit by ransomware were able to recover their data without paying. The key difference? Secure, isolated backups that hadn’t been compromised in the attack.

The fix: Always encrypt backups in transit and at rest. Use different access controls than your production systems. Store backup data in a logically separate, protected environment—ideally with multi-factor authentication.

Your business changes constantly. So should your backup plan.

New software platforms, cloud migrations, or changes in how your teams work all affect where your data lives—and whether it’s being protected.

It’s not uncommon to find critical folders or databases excluded from backups simply because no one updated the job configuration after a tech refresh.

The fix: Review your data security and recovery setup every six months. Include backups in onboarding/offboarding and platform change processes.

Good backup doesn’t start with tools. It starts with understanding what matters to your business—and what happens if you lose it.

Think about:

• How quickly you need to recover
• How much data you can afford to lose
• Who’s responsible for managing recovery
• What platforms and endpoints need coverage

That’s when data backup and recovery becomes part of your business continuity plan—not just an IT box to tick.

These aren’t hypothetical threats. In the UK’s 2024 Cyber Security Breaches Survey, 32% of medium businesses and 38% of large businesses identified breaches or attacks in the last 12 months.

And ransomware isn’t slowing down. Attacks are becoming more automated and less targeted—meaning even small businesses are vulnerable if exposed online.

Those that recovered quickly typically had one thing in common: strong, tested backups.

A robust data backup strategy covers more than just files. It should:

• Include all critical platforms, endpoints, and remote users
• Back up frequently, automatically, and securely
• Support fast, full recovery with minimal downtime
• Fit compliance requirements around GDPR, HMRC, and sector-specific rules
• Be reviewed and tested regularly—not just set up and ignored

At Blue Saffron, we work with businesses across the UK to implement data recovery services that work in the real world—not just on paper.

We help you:

• Identify gaps in your current backup setup
• Test your recovery time and reliability
• Choose the right cloud backup services for your platforms
• Integrate backup into your wider IT and risk management plan

Get in touch today because when it comes to business continuity, there’s no prize for almost being able to recover.

What is backup vs. disaster recovery?

Backup is to store copies of data. Disaster recovery is to get full system restoration.

What is the most essential component of a disaster recovery plan?

Well-defined RTO and RPO metrics that define the acceptable downtime and possible data loss.

How often must disaster recovery plans be tested?

Experts recommend a quarterly test that could address potential gaps.