Email, cloud & backup
How to test that a backup can actually be restored
A backup that has never been restored is a hope, not a plan. The good news is that a restore test doesn't need to be complicated. Pick one thing, restore it somewhere safe, check it opens, and write down how long it took. Here's a routine that works for most small businesses.
The short version
The short version
- Restore to a separate, safe location, never over the live copy.
- Check the restored files actually open and are recent enough.
- Time how long it takes, and compare that with how long you could manage without it.
- Write down what you tested and fix anything that failed, then test again.
Why "backup completed" isn't enough
Backup software reports that a job finished. It doesn't tell you whether you can get the files back, whether you have the password for the backup, or whether the copy is from last night or last March. Those are the things that fail on the bad day.
A restore test answers three questions:
1. Can we get it back? The data restores without errors. 2. Is it the right data? The files open, and they're recent enough. 3. How long does it take? Fast enough for the business to keep going.
Choose what to test
Rotate through different things so that over a year you've tested everything that matters.
| Test | Example | How often |
|---|---|---|
| A single file or folder | Last week's invoices folder | Monthly or quarterly |
| A mailbox or shared drive | One staff member's mailbox | Quarterly |
| A whole system | Accounting data, a server or a website | Once or twice a year |
| A full device | A laptop rebuilt from backup | Yearly, or when you replace one |
ASD's Essential Eight treats tested restores as part of a proper backup strategy, not an optional extra.
Run the test
1. Pick a safe target. Restore to a new folder, a spare computer or a test area, never over the live copy. Overwriting live data with an old backup can cause the very loss you're testing for. 2. Note the start time and which backup point you're using (date and time). 3. Restore. Use the normal process anyone in the business would follow, not a shortcut only one person knows. 4. Check the result. Open several files, including recent ones. For a mailbox, search for a recent email. For accounting data, check the latest transactions are there. 5. Compare a few files with the originals. File size and modified date are a quick check. Comparing file contents is better for important documents. 6. Note the finish time and anything that slowed you down, such as a forgotten password or a missing licence. 7. Delete the test copy if it contains personal or confidential information, once you've finished checking.
Practise without touching live systems
NovaSoft Labs has a free backup recovery drill workspace that times a restore, records each check and compares restored files against the originals on your device.
Write it down
Keep a short record of every test. It shows the backup works, and it gives the next person a working set of instructions.
- What was restored, from which backup point, and where to
- Who did it and how long it took
- What was checked, and whether each check passed
- Anything that failed, who will fix it and by when
If something failed, fix it and run the same test again. A failed test is useful: it found the problem while it was cheap to fix.
A simple record you can copy
| Field | Example |
|---|---|
| Date and tester | 3 November, Sam (office manager) |
| What was restored | Finance shared folder, backup from 2 November 11 pm |
| Restored to | New test folder on the office server |
| Time taken | 18 minutes |
| Checks | Ten files opened, latest invoice present, folder size matches |
| Result and follow-up | Passed. Backup password moved into the password manager |
Make it routine
Put the tests in a calendar so they don't depend on memory. Test again after big changes, such as moving to Microsoft 365 or Google Workspace, changing backup provider, or replacing a server. If your IT provider runs backups for you, ask them to show you a recent restore test record rather than just a backup report.
Common questions
How long should a restore take?
That depends on what you can tolerate. Work out how long the business could run without that system, and check the restore fits inside that time with room to spare.
Our provider says backups are monitored. Do we still need to test?
Yes. Monitoring shows backup jobs ran. A restore test shows the data can be recovered and that your team knows how.
Is it safe to restore onto the same computer?
Only to a separate folder, and only if that computer is healthy. Never restore over the original files during a test.
What if we can't find the backup password?
That's exactly what tests are meant to find. Store recovery passwords and keys somewhere secure that you can reach even if your main systems are down.
Sources
This guide is general information, not legal or financial advice. If you think you’ve lost money or personal information, contact your bank and the services named above straight away.
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These guides are free to use. If your business wants help putting the checks, accounts and devices in place, our team can do it with you.