How to: Backup and Data Recovery for Chicago Businesses

According to Nationwide Insurance, nearly three out of four small businesses lack a data recovery plan. In the Chicago area, that risk is amplified by two threats: an evolving cyber landscape and unpredictable Midwest weather that brings an average of 54 tornadoes a year. A well-structured data backup and recovery plan can protect against both digital attacks and physical disasters. 

Start With the 3-2-1-1-0 Rule 

The foundation of strong backup management is the 3-2-1-1-0 strategy: three copies of your data, on two different storage types, with one copy stored away from your office, one backup that cannot be changed or deleted, and zero errors verified through regular testing. 

This layered approach protects against multiple threats: 

• Local backups enable fast recovery from routine incidents 

• Cloud storage provides geographic redundancy against Chicago’s flooding and power outages 

• Immutable backups defend against ransomware targeting backup repositories 

When these layers work together, businesses achieve stronger redundancy and faster recovery times. Professional IT teams can automate the process, ensuring every backup runs consistently without requiring daily oversight. 

Set Your Recovery Goals 

Every business must define how quickly systems should be restored and how much data loss is acceptable during a disruption. These measures are known as Recovery Time Objective (RTO) and Recovery Point Objective (RPO). 

Not every system is equally critical. For example: 

• Payment processing: Must be back up immediately with no data loss 

• Email systems: Can be down for hours, losing a few minutes of emails is acceptable 

• Document storage: Can be down for days, losing a few hours of work is manageable 

Start by prioritizing your most critical systems. Identify which applications drive revenue or contain irreplaceable data. Partnering with a virtual CIO helps align recovery goals with your overall business strategy so resources are invested where they matter most. 

Set Up Automatic Backups 

Manual backup processes often fail simply because someone forgets to run them. Automated systems eliminate that risk by performing scheduled backups reliably and consistently. 

Automation should include: 

• Scheduled daily backups 

• Continuous copying for critical systems 

• Monitoring with automatic alerts 

• Encryption during storage and transfer 

• Retention of 30-90 days of backup versions 

Professional monitoring ensures backups complete successfully and that data remains intact. Many businesses only discover failures when it is too late—during a real disaster. With the right setup, backup traffic flows efficiently, ensuring every file is ready when needed. 

Test Your Recovery Systems Regularly 

Testing is the most overlooked part of backup planning. Even the best systems are only valuable if they actually work when disaster strikes. 

According to McKinsey & Company, 76% of companies experienced an incident in the past two years that required their disaster recovery plan, with more than half facing multiple incidents. Despite this frequency, many never verify that their systems work until disaster hits. 

Test critical systems every three months and all others at least twice per year. Testing also trains your staff on procedures and identifies outdated instructions. Chicago-area businesses should also test scenarios unique to the region. For example, can operations continue during multi-day power outages or severe storms? Can remote employees access systems if local connectivity fails? 

Follow Industry Rules 

Compliance is another essential part of recovery planning. Industries like healthcare and finance face additional requirements that go beyond standard IT policies. 

Healthcare companies must follow HIPAA Security Rule requirements, including regular testing of data recovery plans. Businesses that process credit card payments must meet PCI DSS standards, and the FTC Safeguards Rule requires written response plans that include recovery procedures and encryption protocols. 

Partnering with experts in IT compliance services ensures your backup strategy meets both regulatory and business continuity goals. 

Build a Complete Recovery Plan 

A successful recovery plan brings everything together. It should be written, tested, and easily accessible. Include step-by-step recovery actions, system dependencies, vendor contacts, and communication details for internal and external teams. 

Assign clear roles in your recovery team, including: 

• Executive sponsor 

• Recovery coordinator 

• Technical team members 

• Communication specialists 

• Network or infrastructure experts 

Communication plans should cover both internal updates and external messaging across multiple channels. 

Protect Your Business With LeadingIT 

Disasters are unpredictable, but preparation does not have to be complicated. 

At LeadingIT, we help Chicago businesses design complete backup and recovery strategies that protect against cyber threats and regional weather risks. Our managed IT services include automated backups, ongoing monitoring, regular testing, and complete disaster recovery planning. 

We provide proactive oversight, 24/7 monitoring, and full compliance support. This ensures your recovery capabilities meet business goals and industry regulations. 

✅ Predictable monthly pricing 
✅ No long-term contracts 
✅ 14-day instant onboarding 

Do not wait for disaster to strike. Schedule a free IT risk assessment to evaluate your current backup readiness or contact our Chicagoland IT support team at 815-788-6041 to discuss your needs.