The Importance of Choosing a Backup Option for Your Office

Ransomware is a big issue in 2020. Big as in it has gone from being dangerous but dormant to coming back to life “in a big way, switching from mass consumer campaigns to highly targeted, artisanal attacks on businesses.” If you’ve experienced a ransomware attack, either at your business or at home, you understand just how relentless it is.  

I have experienced a ransomware attack 

My files were locked down, all of them. I couldn’t access anything and had to get a professional to start me from zero. Everything was gone, including all my articles, finished and unfinished, all my files, and all my applications. It was a big blow to me as one person, so I can’t even imagine the kind of havoc it would wreak on a business. 

Is your office armed with a backup service? Or do you think you don’t need one because you haven’t been hit by ransomware or malware yet? This post is going to answer that question and discuss backup options, their upsides and their downsides.   

Backup or no backup? 

The answer to the first question is simple: Backup. Backup. Backup. The importance of backup in a time of crisis is essential to you and your business. You want to be up and running quickly and having no backup can mean the loss of all your data, your patient’s data, everything. Having to start from zero takes time, a lot of time.  

For me, it was two weeks of piecing everything back together, downloading my applications again, my photos (though many were lost), and sobbing over all my lost content before grabbing all my notebooks and printed copies in order to transcribe them all. Some content was lost for good. 

For a business, it’s longer. There are legal and insurance battles to contend with and privacy issues to suss out. In addition to finding a way to get it all back 

For those that think it won’t happen to them, or because it hasn’t happened yet, it won’t: that’s when things like this happen. That’s when the dam breaks and everything comes crashing down. Don’t wait for something bad to happen before deciding to backup, because by then, it’s too late and the damage has been done. 

What kind of backup options are there? 

Backup options come in many forms, from a small USB drive to a large hard drive, to offsite backup, to online backup.  

Portable External Hard Drive 

This option guarantees a lot of space free to back up a lot of data and is an easy plug and play option. In my situation, this is the option I went for.  

The downside is that this is a manual backup that you need to be on top of, making sure to backup as often as is needed to keep all your up to date data stored and protected. 

Because I wasn’t on top of it the way I should’ve been, I lost a lot of content and photos and applications that made getting back up and running a lot more difficult and time-consuming.  

If you are meticulous in your routine that you will keep on top of your backups, then this option is a good one. But remember, forgetting to backup even just one time can be disastrous. 

USB Flash Drive 

This option comes in handy for mobile clinics that aren’t interested in offsite or online backup. Easy to carry with you, simple plug and play 

However, downside is, again, you need to be on top of your backup schedule the same as with the portable external hard drive option. And, unlike the external portable hard drive, you have less space available and therefore have to stay on top of that as well.  

Last thing you want to do is find out that your hard drive is out of space when you do a crucial backup.  

Online backup 

This option is not for private and confidential information, but if you have personal photos, files, or content, this option guarantees that your information is up to date and safe. I use the online backup option for word documents, excel sheets, PowerPoint presentations, etc. The big advantage I’ve found is that if you are working on a certain document with someone else in the office, you can share and work on it together 

Again, this option is not for private and confidential documents of any kind.  

The downside to this is that online backups rely on a working internet. If your internet is down, you can’t access any of your documents, info, pictures, or anything else. If the provider, such as Google Drive or Microsoft One Drive is down, again, you have no access and you are forced to wait until it comes back up.  

Offsite backup (Cloud backup) 

Backup stored outside of your clinic using a trusted provider is offsite backup. Offsite backup guarantees a scheduled backup on the days and times of your choosing. You choose what to backup, whether it’s your server, your document manager, your images, file backup, or all of the above.  

All private and confidential data can and should be stored here to keep it updated as well as secure.  

Downside to this is, despite the automatic backup you no longer have to schedule yourself, you still have to be on top of changes that happen to the files and server you have chosen to back up. Making any changes, moving any files, switching a server – all these actions have a significant effect on your backup. When changes like these are made, it is up to you as the owner of the data to keep your representative notified so that they can make the proper changes and keep your backup running smoothly. 


There is no bad option for backing up, but just keep in mind that every backup option will have their upsides and their downsides and you should first decide what you need the backup for before you choose. The conclusion here is that it is essential to the success and security of your business that you choose a backup option that suits your office needs 

Just remember that with every option, you will need to stay on top of it, whether to backup manually, keep an eye on the amount of space you have left, or to monitor changes that you would then disclose to make sure that all files, folders, databases and images are completely up to date.  

Ransomware is scary and getting scarier with advancing technology, which is why backing up your data and information and images is more important than ever. If something should happen to your data, continuous backup will ensure that you get back up and running quickly and easily.  

MaxiDent provides an offsite backup option for those using MaxiDent softwareSo, if you’re interested in learning more, click the following link or simply email 

For more information and more backup options, check out the resources below.