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Start by asking someone to show that an important file can be restored, not just that a backup has run. The NCSC recommends regularly testing backups so you know you can recover information from them.[5] For a small employer, a useful first check is whether the team could retrieve what it needs for the next working day.
This guide offers practical questions for a planned conversation with whoever manages your IT. It is not an instruction to experiment on live accounts or replace specialist recovery work after an incident. Begin while your usual systems are available, with a small test you can safely stop.
Start with tomorrow morning’s work
Choose an ordinary task, such as finding a customer order or opening the current delivery schedule. Ask the person who normally does it where the information lives. Include the file they actually use, rather than the tidy copy somebody prepared for a meeting last year.
The NCSC recommends identifying essential information and where it is stored before planning recovery.[5] Turn that into a short working note. You might record the order system, the shared folder and the email address used for customer enquiries, with a named person to check each one.
Ask which records are missing from that picture. Does someone keep job photographs on a work phone? Is the latest spreadsheet on a laptop rather than in the shared folder? Treat uncertainty as a question to resolve, not a reason to tick everything as covered.
Keep this first discussion manageable. Pick the work that needs an answer today, then arrange a separate review of the rest. Avoid collecting passwords or customer records into a new document simply to describe where they belong.
Ask what your backup actually includes
Request a plain explanation of which files, accounts and systems are covered, who checks the backup and how far back recovery can go. Ask your provider to point to the relevant settings or service details. A general assurance that everything is in the cloud leaves those questions unanswered.
The NCSC describes both online storage and external storage devices as backup options.[4] Rather than assuming that a familiar product name settles the matter, ask what your particular setup can recover after an accidental deletion, a failed device or loss of account access.
For each important system, ask who would perform the recovery and how you would contact them. If a separate software supplier looks after your booking or accounts system, include that supplier in the conversation. Do not assume the company supporting your laptops also manages every online service.
Ask how you will hear about a failed backup. Agree who reads that notification and what happens if they are away. Put any unresolved coverage questions beside the relevant system, with someone responsible for getting an answer.
Try a small restore without overwriting anything
Arrange the test with the person responsible for your systems. Suggest using a harmless test document and a separate recovery location, so nobody replaces the current working file by mistake. Have them explain the steps before starting, especially if the recovery tool offers to overwrite existing material.
Ask to see the recovered document open successfully. Check that it contains the expected content and that the colleague who needs it can use it. Make a note of which backup was used, what was recovered and anything that prevented the test from finishing.
A successful demonstration answers a limited question. Restoring one document does not show that every account or application will recover in the same way. Ask your provider which other checks are appropriate for your setup and when to arrange them.
If the demonstration fails, pause and ask for a clear next action. Avoid deleting working files to make the test more realistic. Agree who will investigate and set a date to repeat the check after the problem is addressed.
Keep recovery possible when someone is away
The NCSC recommends sharing responsibility so another person can provide cover, and keeping support contacts accessible if normal communications are disrupted.[5] Ask a colleague to walk through the written recovery arrangements without relying on the owner’s memory.
Could they find the support number without opening the business inbox? Would they know which supplier handles the affected system? Ask them to explain the route back to you, then correct unclear instructions together. Keep secrets out of the general handover note and ask your IT contact how authorised access should be managed.
If you use an external backup drive, the NCSC advises keeping it secure and disconnecting it when it is not in use.[4] It also recommends two-step verification for online backups.[4] Ask whoever manages your setup to confirm those protections rather than changing unfamiliar settings during a busy shift.
Give the next check an owner
Finish by recording what you tested, the gaps still open and who will follow them up. Ask your provider when the next check should happen, including what to review after changing software or moving important work into a new system.
For today, choose one essential task, find out how its information is backed up and book a safe demonstration of recovery. The MH360 Businesses & Employers hub has more practical reading for the people behind a business.
