Managed Service Provider Best Practices in Data Backup and Disaster Recovery

Highlights the importance of a robust data backup and recovery program provided by Managed Service Providers (MSPs) to ensure your business continuity, mitigate risks, and protect against data loss.

• MSPs should follow best practices like the 3-2-1 backup rule and offer scalable, secure solutions, including cloud-based backups.
• Disaster Recovery as a Service (DRaaS) ensures businesses can maintain operations during disruptions by replicating critical systems in the cloud.
• Advanced protections, such as immutable backups and ransomware detection, safeguard data against modern threats.
• Regular testing, compliance with regulations, and 24/7 support are essential components of an MSP’s backup and recovery services.

Investment continues to grow in data backup and recovery. And if you’re a business that uses a managed service provider for your IT needs, you want to make sure they are also investing in a data backup and recovery program for your business, too. You don’t want to leave this to chance so if you haven’t already, confirm with your MSP what the data backup and recovery program entails. 

(Source: The Business Research Company, “Data Backup and Global Market Report”, January 2025)

MSP Data Backup and Recovery Questionnaire

Here are some important questions you should ask when you check in with your MSP to make sure they are following best practices in data backup and disaster recovery:

• How often are backups performed, and what types of backups do you implement?
• Do you follow the 3-2-1 backup rule, and how are offsite backups handled?
• What is your recovery time objective (RTO) and recovery point objective (RPO) for critical systems?
• Do you offer Disaster Recovery as a Service (DRaaS), and how does it work?
• How do you handle ransomware attacks, and can your solution restore data without paying a ransom?
• Are backups encrypted both in transit and at rest, and how do you ensure data security?
• How often do you test backups and recovery processes, and what does the testing process involve?
• Can you provide reports or alerts on backup success, failures, and anomalies in real time?
• How do you ensure compliance with data protection regulations like GDPR, HIPAA, or CCPA?
• What kind of support do you offer in the event of a disaster, and is it available 24/7?

MSP Data Backup and Disaster Recovery: What You Need to Know

Questions are only good if you know what answers you should be looking for. Here’s an outline of what your MSP should be providing for each of these questions:

How often are backups performed, and what types of backups do you use?

MSPs will likely perform daily backups or more frequently, depending on what you need. They’ll utilize incremental backups (to save only the changes made since the last backup) to help with storage efficiency, speed, and cost. Periodic full backups are part of a data backup and recovery program too, to maintain a comprehensive, restorable dataset. They might also mention differential backups to bridge the gap between full backups. Use SpinBackup as a reference for the technology they should use if they start talking about specific solutions/tools.

Do you follow the 3-2-1 backup rule (or similar), and how are offsite backups handled?

MSPs may adhere to the 3-2-1 backup rule as a foundational strategy. They should maintain three copies of client data: the production copy and two backups. These backups must be stored on two different types of media, such as local storage and cloud. One of the copies should always be kept offsite, either in a secure data center or a reliable cloud storage platform, to safeguard against localized disasters. 

Some believe the 3-2-1 rule has become less effective in the cloud era. Alternatives focus on the inherent resilience of cloud infrastructures, which usually have built-in redundancy across multiple availability regions. These strategies emphasize the use of cloud-native backup solutions that offer scalability, faster data transfer, and enhanced security measures tailored to cloud environments. Additionally, implementing immutable backups and advanced ransomware protection has become crucial to safeguard against evolving cyber threats. 

What recovery time objective (RTO) and recovery point objective (RPO) are set for critical systems?

MSPs should collaborate with you to define the ideal RTO and RPO. They should listen to what you want but also advise you on the true cost and expectations. Usually the client and MSP find a good compromise here. On average for most businesses, RTO should be within a few hours, and RPO should range from 15 minutes to a few hours. These targets can be achieved by deploying advanced backup solutions and disaster recovery technologies that minimize downtime and data loss.

Do you offer Disaster Recovery as a Service (DRaaS), and how does it work?

First, what is DRaaS? DRaaS provides rapid and secure cloud-based disaster recovery services, enabling businesses to maintain continuity during disruptions. By replicating and hosting physical or virtual servers in the cloud, DRaaS ensures that critical applications and data remain accessible, minimizing downtime and data loss. 

MSPs should provide Disaster Recovery as a Service (DRaaS) to ensure that critical workloads can failover to a cloud-based disaster recovery environment in the event of a system failure or disaster. This service should allow businesses to maintain operations while their primary environment is restored. The DRaaS your MSP offers should have regular testing, real-time monitoring, and a smooth transition back to your primary systems once they are operational again.

How are ransomware attacks handled, and can you restore data without paying a ransom?

If you don’t know much about ransomware, let’s just say it’s prolific and growing. Here’s our Ransomware Tracker to get a sense of just how common and costly it can be. 

To combat ransomware, MSPs should utilize immutable backups, which cannot be altered or deleted, to protect data integrity in the event of a ransomware attack. They should implement ransomware detection tools to identify unusual patterns quickly. If an attack occurs, MSPs must be able to restore data from the latest unaffected backup, avoiding the need to pay a ransom and allowing for swift recovery.

Are your backups encrypted, and how do you ensure data security?

MSPs need to encrypt all backups during transit and while at rest using industry-standard protocols like AES-256. They should implement role-based access controls (RBAC), multi-factor authentication (MFA), and periodic security audits to enhance protection. Offsite backups should be stored in facilities with high compliance standards, such as SOC 2 and ISO 27001 certifications, to further ensure data security. Read more from our VP of Engineering on data encryption.

How often do you test backups and recovery processes, and what should the testing process involve?

Backup and recovery processes should be tested at least quarterly, or more frequently for critical environments. This discussion on r/sysadmin suggests most do it at least quarterly, too. The testing process should include verifying data integrity, simulating disaster recovery scenarios, and ensuring recovery time objectives are met. MSPs should provide you with detailed reports on test outcomes to ensure readiness and transparency.

Do you provide reports and alerts on backup success, failures, and anomalies in real time?

Yes, MSPs should offer real-time alerts on backup successes, failures, and anomalies. These alerts should be sent via preferred client channels either through email, client dashboards, Slack or similar. Additionally, MSPs should provide weekly and monthly reports detailing backup performance, storage usage, and incident trends to ensure clients have complete visibility.

How do you ensure compliance with data protection regulations like GDPR, HIPAA, or CCPA?

MSPs should have rigorous data protection measures, including encryption, secure data storage, and controlled access. They should maintain detailed logs of all backup and recovery activities for audits and support data localization requirements as necessary. Regular training for staff on compliance practices and periodic audits of systems should also be conducted to maintain adherence to regulatory standards. Keep in mind there may be additional regulations specific to your industry that you’ll want to verify your MSP can address properly. 

What type of support do you provide in the event of a disaster, and should it be available 24/7?
MSPs should offer 24/7 support through a dedicated incident response team to manage backup restoration and system recovery. 24/7 means different things to different service providers so verify if it’s 24/7 on call or active – and decide which one you need (as costs will vary). They should provide you with a hotline or emergency portal for immediate assistance. This support should include real-time updates, step-by-step recovery guidance, and close collaboration with client IT teams to ensure minimal downtime and smooth restoration of services.

A strong data backup and recovery program is non-negotiable for any business working with a Managed Service Provider (MSP). It ensures business continuity, minimizes downtime, and protects against cyber threats like ransomware. By asking the right questions and understanding the standards MSPs should meet, your business will have confidence that their critical data is secure and recoverable. 

If you’re a business using a MSP, SpinBackup is a standout choice for MSPs that manage clients in cloud environments like Google Workspace and Microsoft 365. Designed with MSPs in mind, SpinBackup delivers advanced data backup and cybersecurity features, making it easy to ensure secure, automated protection for email, files, and critical cloud apps. 

If you work at a MSP, take a look at SpinOne All-in-One Multi-Tenant Platform for MSPs. We can help make sure you are meeting your clients’ data backup and recovery requirements in an easy-to-use platform.