Testing Your Backup: Why It Matters

"We have backups" is not the same as "We can restore from backups." Too many businesses discover their backups don't work when it's too late—during a ransomware attack or catastrophic failure. Regular restore testing is the only way to ensure business continuity.

The Uncomfortable Truth About Backups

A 2023 study found that:

• 34% of companies never test their backups
• 77% have experienced backup failures
• 58% of restores from backup fail or are incomplete
• Only 9% of organizations can recover all critical systems within acceptable timeframes

Think about that: More than half of backup restores fail. If you've never tested yours, you're gambling with your business's survival.

Common Backup Failures

1. Silent Backup Failures

Backup jobs report "success" but aren't actually capturing data. This happens due to:

• File locks preventing backup of open databases
• Permission issues blocking access to certain folders
• Insufficient storage space truncating backups
• Network timeouts interrupting the backup process
• Software bugs or version incompatibilities

2. Corrupted Backup Data

Backups complete but the data is unusable:

• Corruption during the backup process
• Storage media degradation over time
• Ransomware encrypting backup files
• Compression or deduplication errors

3. Incomplete Backups

Critical systems or data aren't included:

• New servers or workstations not added to backup schedule
• Cloud applications (Office 365, Salesforce) assumed to be backed up but aren't
• Configuration settings and system states not captured
• Network device configurations not backed up
• CAD/CAM workstations with local files excluded

4. Restoration Takes Too Long

Backups work but recovery takes days or weeks:

• Slow restoration from tape or cloud storage
• Missing or incompatible restoration software
• Lack of documented recovery procedures
• Dependencies and restore order not understood
• Insufficient hardware to restore to

What to Test and How Often

Quarterly Full Restore Tests (Minimum)

At least once per quarter, perform a complete restoration drill:

• Select a critical system or database
• Restore it to a test environment (not production!)
• Verify all data is present and accessible
• Test application functionality
• Document the time required and any issues

Monthly File-Level Restore Tests

Every month, randomly select and restore:

• Individual files from different departments
• Email from different mailboxes
• Database records
• CAD files or engineering drawings

Annual Disaster Recovery Drill

Once per year, simulate a complete disaster:

• Full server restoration from backup
• Restoration to dissimilar hardware or cloud
• Complete end-to-end recovery including user access
• Test failover to backup site or cloud if applicable
• Measure recovery time against your RTO (Recovery Time Objective)

Building an Effective Testing Program

Step 1: Define Your Recovery Objectives

Recovery Time Objective (RTO): How long can you afford to be down?
Recovery Point Objective (RPO): How much data loss is acceptable?

Example for a manufacturing company:
- Email server: RTO = 4 hours, RPO = 1 hour
- ERP system: RTO = 2 hours, RPO = 15 minutes
- CAD file server: RTO = 8 hours, RPO = 24 hours

Step 2: Create a Testing Schedule

Put restore tests on the calendar like any other maintenance:

• Assign responsibility for conducting tests
• Schedule tests during low-impact times
• Rotate through different systems each quarter
• Document the testing process and results

Step 3: Document Everything

For each restore test, record:

• Date and time of test
• System or data tested
• Person conducting the test
• Time required for restoration
• Success or failure status
• Issues encountered and resolutions
• Action items for improvement

Step 4: Maintain Detailed Recovery Procedures

Write step-by-step instructions for restoring each critical system:

• Hardware requirements
• Software versions needed
• Restoration steps in order
• Dependencies (what needs to be restored first)
• Configuration settings to apply
• Verification steps
• Contact information for vendors or support

What to Do When Tests Fail

Don't panic—finding problems during testing is the goal. When a restore test fails:

1. Document the failure
Note exactly what went wrong, at what step, and any error messages.

2. Investigate root cause
Determine if the issue is with the backup process, storage, restoration procedure, or documentation.

3. Fix the problem immediately
Don't wait until the next scheduled test. Address backup failures as emergencies.

4. Re-test after fixes
Verify the corrective action resolved the issue.

5. Update procedures
Revise documentation to prevent recurrence.

Special Considerations for Manufacturing

Manufacturing and aerospace companies have unique backup needs:

CAD/CAM File Protection

• Engineering workstations often store files locally
• Large file sizes require adequate backup windows
• Version control and file corruption are critical concerns
• Test restoring complete assemblies, not just individual parts

Production System Backups

• CNC machine programs and configurations
• Quality management system data
• Production schedules and work order history
• Test restoration of entire production databases, not just files

Compliance Documentation

• AS9100 quality records
• ITAR compliance documentation
• Audit trails and certifications
• Ensure backup retention meets regulatory requirements

The 3-2-1 Backup Rule

Follow this proven approach:

• 3 copies of your data (production + 2 backups)
• 2 different media types (e.g., disk and cloud, or disk and tape)
• 1 copy offsite (protects against fire, flood, theft)

Modern interpretation: Local backup for fast recovery, cloud backup for disaster protection.

The Bottom Line

Untested backups are a false sense of security. The time to discover your backups don't work is not during a ransomware attack or server failure. Regular restore testing is insurance for your insurance—it verifies that when disaster strikes, you can actually recover.

Set up a testing schedule today. Start with your most critical system. Document the process. Make it routine. Your future self will thank you.