How to Properly Back Up a Server

Servers hold and secure irreplaceable data assets, which is why backups should be conducted regularly. Modern IT stacks typically use advanced server backup tools and IT automation to maintain a resilient backup and recovery plan.

On that note, it remains important to know how to back up a server, since this initiative adds a crucial layer to your backup strategy. If you need a quick refresher on how to prepare and facilitate a data or software backup, feel free to use this guide as a reference or outline.

How to properly back up a server

Step 1: Identify critical data

First, establish which data needs to be backed up. This typically includes critical files, databases, and configurations that are vital to your operations. Once you’ve established what data will be backed up, you’ll have a better understanding of what you need from your backup strategy.

Step 2: Choose the type of backup

Data loss, downtime, and system failures are all nightmare fuel for IT-enabled businesses, and a reliable server backup strategy is necessary to avoid these costly incidents. Below are five proven backup methods every IT team should consider:

Type of backup	How it works
Full backup	A full backup is a complete backup, meaning that it copies all server data. Because it backs up all data, it requires the most space, time, and resources among backup methods.
Incremental backup	An incremental backup is a type of backup that copies only changes or alterations in the data that have occurred after the most recent backup. When organizations don’t want to use all the resources required for a full server backup, they turn to an incremental backup.
Differential backup	A differential backup is similar to an incremental backup, since they both copy only changes or modifications in data, except that a differential backup only copies changes since the last full backup. For incremental backup, it does not matter what method was used for the most recent backup.
Image-based backup	An image-based backup creates a copy of your entire system, including your operating system, applications, and your data. It’s one of the most effective backup methods organizations use when faced with a data recovery dilemma.
File-level backup	A file-level backup creates copies of one or more files in your system. Unlike image-based backup, it does not back up your operating system or applications. Although they require less storage than image-based backups, they are less useful and provide less data for disaster recovery.

▶️ See Types of Backups: Full, Incremental, & Differential for a visual comparison.

Each of these backup methods can be crucial in specific scenarios. Having the capabilities and resources to transition as needed can make or break your strategy.

To fill these gaps, consider a dynamic backup and recovery platform like NinjaOne SaaS Backup, which provides granular recovery options and reliable automated backups.

Step 3: Create a server backup strategy

There are various server backup strategies that IT teams can choose from, including the 3-2-1, 3-2-1-1-0, and the 4-3-2.

Backup strategy	Data copies and storage	Primary focus
3-2-1 backup strategy	Three copies, two media types, one offsite	Baseline protection and recovery
3-2-1-1-0 backup strategy	Three copies, two media types, one off-site, one offline/immutable copy, zero backup errors verified through automated testing	Stronger ransomware resilience
4-3-2 backup strategy	Four copies across three locations, two of which are off-site	Higher redundancy and availability

Developing a server backup strategy isn’t a set-in-stone process, and it will change as needs grow. As infrastructure, risk tolerance, and compliance requirements evolve, backup approaches should be reviewed and adjusted regularly to ensure continued data protection.

Step 4: Select your server backup tool

After choosing a backup type and strategy for your IT environment, the next step is to implement these processes in your server backup tool. If you use a unified IT solution, such as NinjaOne, you can easily access your backup tool from a centralized console and schedule server backups with just a few clicks.

In general, IT teams should look for solutions that support automation, alerting, and restoring a testing backup to detect backup issues early, rather than during an outage. Centralized management helps reduce operational overhead and ensures backup policies are applied consistently across all servers.

Step 5: Set up automatic server backups

When setting up server backups, it’s best to automate and schedule backup cycles rather than relying on manual work. Human error is one of the leading causes of backup failures, so IT pros use automation to prevent such failures and related issues.

Step 6: Monitor and manage server backups

Since server backups aren’t always successful, IT teams still need to monitor and manage them. To improve IT efficiency, consider an RMM software with integrated backup solutions to reduce the number of backup and monitoring tools, simplify operations, and save costs.

Why do you need a server backup strategy?

Server backup strategies aim to reduce risk by diversifying the number, locations, and types of backups. Having clear protocols for when to use specific types of backup can significantly reduce the risk of losing critical business or software data.

For example, local storage often requires expensive hardware and is susceptible to physical damage during events, such as natural disasters. Nevertheless, this method offers several advantages, such as rapid recovery, complete control over the data, and ease of access.

If an IT team is eager to gain the advantages of local storage while mitigating its risks, they can use a backup strategy that utilizes both local and cloud storage. Cloud-based backups, after all, are immune to physical damage and typically do not require expensive hardware.

Recommended: Why is image-based backup best for servers?

Although there are pros and cons for image and file-level backups, image-based backups come out on top for servers.

With image-based backups, IT teams can restore an entire server rather than recovering individual files. Additionally, IT teams can choose what they want to restore. They can repair the entire system, specific files, operating systems, or whatever they choose.

This would not be possible with file-level backups. For these reasons, servers almost always require image backups rather than file backups.

Server backup strategies for IT teams

IT teams typically switch between various server backup policies to save space, time, and other resources. This is especially true for MSPs, who need to back up client data as well as their own assets.

To balance security and convenience, you can automate and simplify your server backup with an intuitive, efficient cloud-based solution, like NinjaOne Backup. Not only do you gain access to backup automation features, flexible backup plans, and remediation tools, but you can also use built-in monitoring and management that scales with your IT.

Related topics:

• [Video] Complete Guide to Data Backup and Recovery
• How to Back Up Files and Documents for Your Organization
• What is Backup Strategy: 4 Tips for Creating a Successful Backup Strategy
• How to Optimize Backup Chains with Synthetic, Chainless, and Active Full Methods
• How to Monitor Backup Job Success and Retention Policies Across Multi-Tenant SaaS Environments