NAS backup for small businesses: how to set it up properly

How to recognize the problem

• Data exists only on employees' computers, with no central backup
• The existing NAS is used only as a network drive, without scheduled backups
• No one knows whether backups are actually running or valid
• There is no off-site copy, so the risk from fire or theft is high
• Recovery has never been tested

Most common causes

Step-by-step fix

1. 1

   Choose a NAS with at least two disks

   For small businesses, a NAS with two or more bays (e.g. Synology or QNAP) and disks of the same size is recommended. Before initializing the NAS and creating RAID, be sure to back up existing data, because disks may be formatted during setup. Set up RAID 1 (mirror) or SHR if the device supports it, so that a single disk failure does not interrupt work. Plan capacity to be at least twice the size of your current data.

2. 2

   Connect the NAS to the network and configure the basics

   Connect the NAS with a network cable to the router or switch, not to Wi-Fi. Find it using the manufacturer's tool or enter its IP address in a browser. Go through the initial setup: language, time zone, administrator password, firmware update, and creating user accounts.

3. 3

   Create shared folders and assign permissions

   Create a folder for shared data (e.g. Documents) and a separate folder for computer backups (e.g. Backup). Assign access permissions by user or group: employees get access only to what they need, and the backup folder is accessible only to the administrator and the backup account.

4. 4

   Enable scheduled backups from computers

   On the NAS, activate the built-in backup tool if it supports computer backup (e.g. Synology Active Backup for Business) or install the manufacturer's client tool (e.g. QNAP NetBak Replicator) and add computers. Choose what to back up (the entire disk or only user folders), the schedule (e.g. daily at 6 PM), and version retention. Alternatively, on each computer set up Windows File History or a similar tool to copy to the network folder.

5. 5

   Set up a copy of the NAS to an external disk or cloud

   In the NAS backup tools, create a task that copies key folders to an external USB disk connected to the NAS or to cloud storage. Set a schedule, for example daily at night, and enable error notifications. This gives you a second copy outside the main NAS. If you use a USB disk, occasionally take it off-site or rotate two disks so that you also have an off-site copy.

6. 6

   Enable notifications and integrity checks

   Set up email notifications for successful and failed backup tasks. Enable periodic RAID integrity checks and SMART status monitoring for disks. Review reports regularly, at least once a week, so you can spot problems in time.

7. 7

   Test recovery on a test computer

   Once a month, restore a few files or an entire folder from the backup to a test computer or a temporary folder. Check that the files are valid and open correctly. Document the recovery procedure in a short document so that colleagues can repeat it.

8. 8

   Protect the NAS and backup from misuse

   Disable unnecessary services, use strong passwords and two-factor authentication if available. Regularly install firmware security updates. Protect the backup folder from deletion or modification by regular users and consider immutable mode if the NAS supports it.

If you are still unsure whether the backup is correct

How to prevent it

• Regularly check backup reports and disk status
• Keep one copy off-site (external disk or cloud)
• Test recovery at least once a month
• Update the NAS firmware and use strong passwords

FAQ