Mastering Backup Disaster Recovery

Safeguarding client data is a big responsibility for managed service providers (MSPs). One of the most effective ways to do this is by implementing a backup disaster recovery (BDR) plan. But if you don’t have any cybersecurity experts on staff, you may need to outsource backup and disaster recovery.

This post explains key elements of BDR, how to make sure your BDR plan will work during a crisis, and how to offer BDR as a service without hiring more people.

Introduction to BDR

BDR encompasses both backup (the act of copying data) and disaster recovery (the plan to restore critical operations after a disruptive event). While “backup” and “disaster recovery” often appear side by side, they serve different (yet complementary) functions in protecting business data and ensuring continuity.

What is backup?

A backup is a copy of data created as a safety measure. When the primary data set is corrupted, deleted, or otherwise rendered unusable, a backup allows you to restore the original files. Backups protect client data from accidental deletion, hardware failure, and malicious attacks, making them the first line of defense.

Types of backups include:

• Full backup: A complete copy of all data at a specific time. Though the most comprehensive method, it is also the most time-consuming and storage-intensive, which is why many organizations schedule full backups less frequently.
• Incremental backup: Backs up only the data that has changed since the last backup. Incremental backups are faster to perform and require less storage space, but restoring data from many incremental backups can be more complex.
• Differential backup: Similar to incremental, but it always tracks changes against the last full backup. This method is a middle ground between full and incremental backups, balancing restore speed and storage needs.
• Continuous Data Protection (CDP): Backs up data in real time as changes occur, rather than on a set schedule. CDP ensures near-zero data loss, making it ideal for clients in highly regulated or time-sensitive industries. 

The importance of regular backups:

• Data integrity: Regular backups ensure you have recent copies to restore from, reducing the risk of losing critical information.
• Business continuity: Updated, intact data significantly reduces downtime when a data loss incident occurs.
• Regulatory compliance: Many industries have laws or regulations that require periodic backups and data retention.

Common backup storage options:

• On-premises: Storing backups on local hardware or in a data center. While this offers control and potentially faster restoration on local networks, it can be vulnerable to site-specific failures (e.g., flood, fire, or theft).
• Cloud: Using hosted services to store backup files off-site. This eliminates single-site failure risk, often includes advanced security protocols, and supports easy scalability.
• Hybrid: Combining on-premises and cloud backups, so data is stored locally for quick recovery and off-site for disaster scenarios.

What is disaster recovery?

Disaster recovery is the process of restoring critical IT systems, workflows, and data after a catastrophic event such as a cyberattack, natural disaster, or widespread hardware failure. While backups focus on the creation and storage of data copies, disaster recovery enables businesses to quickly resume operations using those copies.

Key disaster recovery objectives:

• Recovery time objective (RTO): The maximum acceptable time to restore services and data after a disaster.
• Recovery point objective (RPO): The maximum acceptable data loss, measured by the time between backups.

Core components of a disaster recovery plan:

• Identifying critical systems and data: Determine which applications and data sets are essential to your client’s operations. Then, define the order in which they should be restored based on business impact to minimize downtime and service disruption.
• Communications outline: Involves who to contact and how to coordinate resources, post-disaster.
• Detailed recovery steps: Specifies the procedures or runbook to follow when re-establishing systems.
• Roles and responsibilities: Defines which team members or external partners handle specific tasks.
• Regular testing: Includes the schedule and methods for testing the plan’s effectiveness.

Synchronized BDR strategies equip organizations to handle both small-scale data corruptions and large-scale disasters. If one piece is missing, like untested backups or incomplete recovery plans, it can cause a BDR strategy to fail, leading to extended downtime and lost revenue.

The importance of backup and recovery testing

Backups aren’t enough on their own; you need to know they’ll work when they need to. Backup and recovery testing confirms that your backups are complete, accurate, and fast enough to meet your clients’ recovery needs.

Consequences of untested backups:

• Data corruption: Stored backups can silently become corrupted over time, especially if they aren’t routinely verified.
• Incomplete recovery: Backups may be missing files or essential data that was never included.
• Out-of-date copies: Backup jobs can fail without triggering visible alerts if not regularly verified, leaving you with stale data.
• Diminished client trust: If a recovery fails when a client needs it most, it negatively impacts your reputation.

Best practices for backup testing:

• Test frequently. Perform test restores at least every few months.
• Automate verifications. Many backup solutions have verification processes to confirm data integrity after each backup run.
• Use proven testing methods. Physically restore files, databases, or entire virtual machines to a sandbox environment to ensure backups are recoverable.
• Use automated testing tools. Some backup platforms use scripts to spin up virtual test environments to check if backups can be restored successfully.
• Document and improve processes. Document the outcome of each test, including any issues you discover.
• Employ continuous improvement. If tests repeatedly fail due to similar errors, revise processes and educate relevant staff.
• Define success metrics. Outline clear success criteria for your tests, including RTO, RPO, and data integrity checks.

Managed BDR solutions

Outsourcing BDR to a specialized provider — or using a tool integrated into your broader platform — offers significant benefits. A managed backup solution is typically a turnkey offering, where a vendor or integrator sets up, maintains, and supports the backup infrastructure. For MSPs, this means using a platform that handles setup, reporting, updates, and support, so you can focus on managing your clients, not the infrastructure.

Benefits of managed solutions:

• Reduced operational burden: Instead of building and maintaining your own backup infrastructure, you rely on a provider’s expertise, freeing up critical resources.
• Enhanced data protection: Managed solutions offer the latest security and encryption standards, plus routine audits to ensure compliance.
• Simplified scalability: As your client base grows, you can scale storage and capabilities without large capital investments in on-premises hardware.

Key features to look for in managed solutions:

• Automated backup scheduling: Ensures consistent backups without manual triggers.
• Comprehensive reporting: Offers alerts and dashboards that allow MSPs to keep tabs on success/failure rates.
• Data encryption and security: Protects data at rest and in transit.
• Multi-tenant support: Critical if you’re managing multiple client environments.
• Hybrid or cloud options: Flexible solutions let you choose or combine on-premises, cloud, and hybrid storage architecture.

Comparing in-house vs. managed solutions

	In-House	Managed Solution
Capital Expenditures	Requires purchasing hardware, software licenses, and possibly data center space	No initial investment;  pay-as-you-go pricing
Ongoing Maintenance	Requires regular software updates, hardware upgrades, and troubleshooting	Bundles software updates, hardware upgrades, and troubleshooting
Staff Expertise	May require niche engineering talent	Accessible to general talent
Support	May require additional hires or more training, both of which can increase operational costs	Includes 24/7 specialist support

Acronis Cyber Protect integration with Syncro

Syncro does not offer a native BDR tool, but it partners with Acronis Cyber Protect as an add-on. This integration helps MSPs establish a BDR strategy for clients.

Introduction to Acronis Cyber Protect

Acronis Cyber Protect is a comprehensive cybersecurity and data protection platform. It addresses both BDR needs and advanced threat protection, combining features such as file-level backup, full system imaging, and anti-ransomware measures.

Key features:

• Advanced machine learning algorithms detect and block ransomware.
• Easily restore entire systems, including operating systems, software, and configurations.
• Frequent snapshots reduce the possibility of data loss between scheduled backups.
• Choose between on-premises, cloud, or hybrid deployments.
• Manage multiple clients within one interface, saving time and reducing complexity.

Advantages of using Acronis Cyber Protect with Syncro:

• Unified dashboard: Monitor patch management, endpoint security, and BDR services from a single interface.
• Billing integration: Automate monthly billing for the Acronis add-on alongside other MSP services.
• Scalability: As your client portfolio grows, you can add more Acronis licenses and adjust backup storage usage.

Acronis and Syncro allow MSPs to offer enterprise-grade protection without building a complex BDR system from scratch.

How Acronis Cyber Protect integrates with Syncro

Integration steps:

1. Sign up for an Acronis account. Since it’s a paid integration, you’ll need an active subscription. Note that Acronis is not available in Syncro’s free trial; MSPs can pass the added cost on to customers through their own service plans.
2. Enable Acronis in Syncro. Within the Syncro platform, navigate to the App Center or Integrations and enable the Acronis Cyber Protect add-on.
3. Configure policies. Set up default backup and recovery policies to automatically apply across your client base. Tailor these policies to meet individual client needs.
4. Monitor and manage. Consolidate ticketing, alerts, and billing inside Syncro while leveraging Acronis for backup specifics.

Implementation and best practices

Implementing a BDR solution involves assessing client needs and continuously refining the plan.

Steps for implementing a BDR strategy:

1. Assess client needs and risks.

• Identify which applications and files are mission-critical.
• Determine the kind of threats most likely to affect each client — ransomware, natural disasters, hardware failures, etc.
• Ensure you understand industry-specific regulations.
  • HIPAA
  • PCI-DSS
  • GDPR

2. Develop a tailored BDR plan: Select backup technologies. Decide whether you want to offer cloud-only, on-premises, or a hybrid approach.

Collaborate with clients to define acceptable downtime and data loss.

3. Outline network topology: Map out how your client’s network is set up. If they have multiple locations, plan for data to be backed up across sites or to a secure secondary location.

4. Set up backup schedules to align with RPO goals: Critical data might require continuous backups, while less essential data might be backed up weekly.

5. Configure disaster recovery processes: Map out how systems will be restored, and in what order, to meet RTO targets.

6. Establish monitoring and alerting: Automated alerts can inform your team if a backup fails or a threshold is breached.

7. Train staff and clients: Ensure your IT staff understands how to manage backups, troubleshoot issues, and perform recoveries.

Provide comprehensive documentation to clients, so they understand what is being backed up and the expectations for recovery time.

8. Test and validate: Attempt to restore key data or systems in a controlled environment, tracking time and outcomes.

If recovery times are longer than planned, consider adjusting the backup frequency or upgrading infrastructure.

Best practices for building and maintaining a reliable BDR plan

Backups alone aren’t enough. To protect client data and deliver on recovery expectations, a Backup and Disaster Recovery (BDR) plan must be actively maintained. That means keeping it relevant to the client’s infrastructure, risk profile, and regulatory needs. Here’s how to do that.

Review the plan on a regular schedule

Set up routine BDR reviews, ideally every quarter or after any major change in systems or staffing. During these reviews, confirm that backup frequency, recovery timelines, and data scope still meet current needs. Update the plan when new devices are added, workloads shift, or client expectations evolve.

Adapt the plan to business needs and real-world risks

A good BDR plan reflects what the client actually faces. If their business has grown or they’re now more exposed to risks like ransomware or human error, the plan should change with it. This could include shorter backup intervals, broader retention rules, or faster recovery options.

Secure backups and maintain compliance

Backup data needs the same protection as live data. Focus on the following:

• Encrypt data during transfer and storage to block unauthorized access.
• Use Role-Based Access Control (RBAC) so only approved team members can access or manage backups.
• Verify compliance requirements if the client is subject to industry regulations. Make sure backup storage, retention periods, and reporting formats meet standards like HIPAA, FINRA, or GDPR.

Make the BDR plan visible to the client

Clients often don’t realize the full value of their BDR plan until there’s a failure. Keep them informed by:

• Reporting on success rates, recovery speed, and any issues that have been fixed.
• Running disaster recovery exercises that walk them through how systems would be restored after an outage.

Match the plan to the client’s tolerance for downtime

Different clients need different recovery setups. Help them choose based on how much downtime they can afford:

• Low tolerance: Suggest frequent backups and fast recovery systems.
• Higher tolerance: Offer more cost-effective options with longer recovery times.

Be upfront about the tradeoffs between cost, speed, and complexity so they can make informed decisions.

Offer BDR as part of a bundled service

Many MSPs include BDR with endpoint monitoring, patch management, or threat protection. Bundling services keeps things streamlined for the client and allows you to address multiple risks under one contract. It also makes it easier to measure performance across their full IT environment.

Simplify backup disaster recovery with Syncro

Disasters can strike anytime — hardware can fail, ransomware can infect critical systems, or a natural event can destroy on-premises infrastructure. A BDR plan protects client data — and your reputation. 

Ready to see how Syncro’s integration with Acronis Cyber Protect can enhance your service offerings? Sign up for a personalized demo.

Share

• Share on Facebook
• Share on X
• Email this Page