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Summary: Protecting important data is a top priority for organizations, and creating a robust backup strategy is essential. This involves understanding methodologies like the 3-2-1 backup rule, recovery objectives (RPO and RTO), and different backup types (full, differential, and incremental). Additionally, organizations can choose between on-premises and cloud backup solutions. For Office 365 data, a professional utility like Kernel Export Office 365 to PST ensures data security and confidentiality through a straightforward backup process.

Safeguarding critical data is paramount for any organization, as the loss of such information can be catastrophic. Data security remains a top concern across all industries, driving the need for highly secure backup solutions. Designing an effective backup strategy requires careful consideration of methodologies, objectives, types, and techniques. In this discussion, we will delve into these aspects to provide you with a comprehensive understanding of the backup process.

  • The backup rule – 3-2-1 methodology
  • Recovery objectives – RPO and RTO
  • Backup types – Full, Differential, and Incremental
  • Medium of the backup – On-premises and cloud
  • Method – A professional backup utility

The best backup rule

Industry experts widely endorse the 3-2-1 backup rule as the most effective methodology. This rule advises both companies and individuals to maintain three (3) copies of their data, stored across two (2) distinct storage media, with at least one (1) copy kept offsite. This approach ensures that crucial photos, files, and documents are distributed across multiple storage locations, allowing for easy restoration when needed. The key is to identify the optimal combination of storage mediums based on factors like cost, security, flexibility, and accuracy tailored to your organization’s preferences.

Recovery objectives

Gaining a deeper comprehension of recovery objectives is essential for crafting a more appropriate backup strategy for your company. Before proceeding, it’s crucial to take these two objectives into account:

  • RPO- Restore Point Objective
    The Restore Point Objective (RPO) signifies the maximum tolerable data loss duration for an organization without significant consequences. For instance, if your most recent backup occurred 20 hours ago, and a failure just transpired, your RPO stands at 20 hours, indicating a 20-hour data loss. Typically, companies aim to maintain a low RPO, measured in time.
  • RTO- Restore Time Objective
    The Restore Time Objective (RTO) represents the duration within which a business aims to recover lost data, ensuring minimal disruption to productivity. As an illustration, if your business can tolerate a website downtime of 15 minutes without losing orders, that 15-minute timeframe constitutes your RTO.
Types of backups

All the organizations prefer to use a combination of these three types of backup methods-

  • Full backup
    A full backup is the most straightforward method, where all chosen files and folders are stored at the designated location. Initially, many organizations favor full backups because they provide comprehensive data storage in a single media file. However, this approach is time-consuming and demands substantial storage space.
  • Differential backup
    A differential backup falls between a full and incremental backup, capturing copies of files that have changed since the initial full backup. Over time, as it accumulates all subsequent changes, its size can grow substantially, resembling that of a full backup copy.
  • Incremental backup
    AAn incremental backup concentrates on backing up only the alterations made since the last backup, regardless of whether it was a full, differential, or a previous incremental backup. Organizations often choose this method because it is efficient and swift, storing only the changes made after the last backup, thereby reducing storage requirements.

You can refer to this table to get more clarity on different backup types-

Full backup Differential backup Incremental backup
1st Backup Entire data Entire data
2nd Backup Entire data Changes after the 1st backup Changes after the 1st backup
3rd Backup Entire data Changes after the 1st backup Changes after the 2nd backup
Backup techniques

Generally, the process of backup is conducted using these two techniques-

1. On-premises backup

“On-premises” denotes the physical storage of data on various devices such as hard drives, servers, disks, tapes, etc., in a centralized location. This backup approach, also known as “on-site,” is widely regarded as highly secure but comes with a substantial cost.

Advantages Disadvantages
Offline access High maintenance cost
Better security Risk of physical damage to the server
Low monthly costs Large capital investment
More control over data
2. Cloud backup

Cloud Backup, often referred to as remote backup, is a method for securely storing data on online servers to safeguard against errors and failures. As online infrastructure continues to expand, organizations increasingly favor this approach for its flexibility and user-friendliness.

Advantages Disadvantages
Zero to minimal maintenance Internet connectivity is mandatory
Low capital investment Risk of online threats
Automated regular backups Less ownership of data
Flexible for every company
A professional utility to backup Office 365 data

As Office 365 is widely used in organizations, safeguarding the security of Office 365 data is paramount. However, choosing the right software for Office 365 data can be confusing. Kernel Export Office 365 to PST is a trusted professional utility designed to back up all types of mailboxes securely, preserving data integrity and confidentiality. Its straightforward four-step backup process allows users to selectively save data, with the flexibility to choose the storage destination anywhere on the system.


Creating a comprehensive backup strategy for an organization demands a deep understanding of various critical aspects, as detailed in this article. The highly recommended 3-2-1 backup methodology should be a universal practice. Determining Restore Point and Restore Time Objectives is crucial for effective planning. Typically, an ideal backup approach combines Full, Differential, and Incremental methods. Organizations face the choice of On-premises or Cloud-based solutions, considering factors like cost, risk, control, maintenance, and accessibility. Lastly, a professional backup tool is highlighted for efficient and precise data backup.