Key facts
- The 3-2-1 rule: three copies of your data, on two different types of storage, with one copy off site
- Local backups restore fastest but share risks with the original data
- Cloud backups survive fire, theft and local ransomware but depend on broadband speed to restore
- At least one copy should be offline or immutable so ransomware cannot encrypt or delete it
- Microsoft 365 and Google Workspace need their own separate backup
- dijitul plans include daily backups from £25 a month + VAT; larger backup set-ups are quoted
The short answer
Use both if you can. A local backup, such as a NAS or backup appliance in your office, gets you running again quickly after a deleted folder or failed disk. A cloud backup protects you when the office itself is the problem: fire, flood, theft or ransomware that spreads across your network.
If you can only have one, cloud backup with versioning and immutability is usually the safer choice for a small business, because it survives the events that destroy local copies.
Think about two numbers. How much data could you afford to lose, measured in hours or days since the last backup? And how long could you run without your systems while they are restored? The answers decide how often you back up and whether a fast local copy is worth the hardware.
Side-by-side comparison
| Factor | Local backup | Cloud backup |
|---|---|---|
| Restore speed for large data | Fast, over your local network | Slower, limited by broadband |
| Fire, flood or theft | Lost with the office | Safe off site |
| Ransomware | At risk if connected to the network | Safer, especially with immutable storage |
| Running cost | Hardware upfront, then low | Ongoing subscription |
| Maintenance | Disks, firmware and checks | Managed by the provider |
| Works without internet | Yes | No |
| Microsoft 365 and Google data | Not usually | Common option |
| Best for | Quick restores, large files | Disaster recovery and off-site protection |
The 3-2-1 rule and offline copies
The 3-2-1 rule is a simple standard: keep three copies of important data, on two different types of storage, with one copy off site. Modern ransomware adds a fourth requirement: at least one copy should be offline or immutable, meaning it cannot be changed or deleted for a set period, even by an administrator account.
The NCSC's guidance on backing up data makes the same point, and the Department for Education's Risk Protection Arrangement requires schools to keep tested offline backups as a condition of cyber cover. A backup on a NAS that is always connected and uses the same admin password as your server is often encrypted along with everything else. See ransomware recovery.
Cloud apps need backing up too
Many businesses assume Microsoft 365 or Google Workspace backs everything up. Both keep your service running and have retention and recycle-bin features, but neither is a full, separate backup that you control. If a user deletes a folder and the retention period passes, or a compromised account wipes a mailbox, it may be gone. A third-party backup of Exchange Online, OneDrive, SharePoint, Teams or Google Drive closes that gap. See Microsoft 365 support.
Testing restores
A backup only matters if you can restore from it. We test restores on a schedule, record how long they take and check that files open. For websites, that means restoring to a staging copy. For servers, it means checking that a full system can be brought back, not just individual files. Write down your recovery plan: who does what, in what order, and how long each step takes. See data backup and recovery and website backups.
Also check that restoring from the cloud is realistic. Downloading a full server over an ordinary business broadband line can take days. Some providers will ship a drive or let you restore a virtual machine in their cloud while yours is rebuilt.
How dijitul helps
All dijitul plans, from Essential at £25 a month + VAT, include daily backups of the website or system we look after. Business at £50 and Complete at £99 a month + VAT add time for fixes and restores, and Complete adds IT and Microsoft 365 helpdesk support. Designing a 3-2-1 backup for an office, with local and cloud copies and Microsoft 365 backup, is quoted. One-off restores are £45 an hour + VAT. See pricing.
Frequently asked questions
Is cloud backup better than local backup?
Each protects against different risks. Local backup restores quickly; cloud backup survives fire, theft and local ransomware. Most businesses need both, following the 3-2-1 rule. If you can only have one, versioned, immutable cloud backup is usually safer.
What is the 3-2-1 backup rule?
Keep three copies of your data, on two different types of storage, with one copy off site. Today, at least one copy should also be offline or immutable so ransomware cannot encrypt or delete it. dijitul designs backups around this rule.
Does Microsoft 365 back up my email and files?
Microsoft keeps the service running and offers retention and recycle bins, but that is not a full separate backup you control. dijitul can add a third-party backup of Exchange Online, OneDrive, SharePoint and Teams so deleted data can be restored.
How often should backups be tested?
Regularly, and at least after any major change. A test should restore real files or a full system and confirm they open. dijitul records restore tests so you know your backups work before you need them.
How much does business backup cost with dijitul?
Daily backups of the system we look after are included in every dijitul plan from £25 a month + VAT. Office-wide backup designs with local and cloud copies are quoted, and one-off restores are £45 an hour + VAT.
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