Guide · Updated 2026-10-14
Business backup checklist for small businesses in Ontario
Losing files, mailboxes or user accounts usually comes from a deleted item, a bad change, a failed disk or ransomware, not a dramatic breach. A good backup turns any of those into a short restore. Use this checklist to see whether yours would hold up.
1. Backups run on their own, every day
A backup someone has to remember to run will eventually be missed. Pick a tool that runs on a schedule, at least daily for email, files and user accounts, and tells you when a run fails.
2. You can go back to a point in time
Keep history, not just the latest copy. If a file was encrypted or a user was deleted three weeks ago, you need a version from before it happened. Check how long your history is kept and whether you can restore a single item without rolling back everything.
3. Cloud data has its own backup
Microsoft 365 keeps the service running, but under the shared responsibility model your data and configuration are yours to protect. Recycle bins are short. Back up Exchange mail, OneDrive, SharePoint and your Entra ID directory separately from Microsoft.
4. At least one copy cannot be quietly deleted
Ransomware and compromised admin accounts go after backups first. Keep a copy that your own admins and the backup application cannot delete or shorten, for example with S3 Object Lock. Ask any vendor exactly who can override the lock.
5. You know where the data lives
Know which country your backup is stored in and who can access it. Storing it in a Canadian region is a simple way to keep it close to home. If a contract or regulator sets residency rules for you, confirm them with your advisor.
6. You test a restore, and write down the result
A backup you have never restored is a guess. Test a restore every quarter: pick a user or a folder, restore it, and record the date and whether it worked. Insurers and auditors often ask for exactly this.
How storiv fits
storiv backs up Entra ID, Exchange mail, OneDrive and SharePoint to encrypted storage in Canada (AWS ca-central-1), with a change log and risk alerts. Business plan backups are locked for 3 years with S3 Object Lock in governance mode, where only a separate break-glass role held by storiv can override the lock. Restore from storiv covers users and groups today. It is free for up to 5 users.
Common questions
- How often should a small business back up its data?
- Daily at minimum for email, files and user accounts. Run it automatically and get an alert when a run fails.
- How often should I test a restore?
- At least every quarter. Restore one user or folder, record the date and the result, and keep that note.
- Does Microsoft 365 back up my business data for me?
- Microsoft keeps the service running and offers short retention and recycle bins, but long-term backup and recovery of your data is your responsibility.
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