Common Backup Mistakes

5 Common Backup Mistakes Businesses Make

And How To Avoid Them

Backing up business data is critical if not essential, yet many companies still make common backup mistakes that leave them vulnerable to data loss, ransomware, and downtime. A solid backup strategy isn’t just about having a copy of your files—it’s about ensuring those backups are secure, up to date, and easily recoverable.

For business owners in Texas, avoiding these common backup mistakes can mean the difference between a minor inconvenience and a catastrophic loss. Let’s explore five of the most common backup mistakes and how to avoid them.


1. Not Having a Backup Strategy

Many businesses assume their data is safe simply because they have an external hard drive or a cloud account. However, without a comprehensive backup strategy, they are still at risk. To learn more about other backup strategies here.

How to Avoid It:

  • Implement the 3-2-1 Backup Rule: Keep three copies of your data, on two different types of media, with one copy stored offsite.
  • Schedule regular backups and test them frequently.
  • Work with an IT professional to develop a strategy tailored to your business needs.

2. Relying on a Single Backup Location

Storing all backup data in one place—whether on a local server, external drive, or even a single cloud provider—puts your business at risk. If a natural disaster, cyberattack, or system failure occurs, you could lose everything. Remember the phrase “don’t keep all of your eggs in the same basket.” The reason such an old phrase has lived this long is because the lesson is eternal. Learn why backups alone are not enough here.

How to Avoid It:

  • Use redundant storage locations (on-site and cloud).
  • Diversify your cloud providers to reduce dependency on a single service.
  • Consider air-gapped backups for critical data that needs extra protection from ransomware.

3. Failing to Test Backups Regularly

A backup is only as good as its ability to restore your data. Many businesses don’t realize their backups are incomplete or corrupted until they need them.

How to Avoid It:

  • Perform regular test restores to ensure your backups work.
  • Automate backup verification to catch issues early.
  • Establish a disaster recovery plan that includes backup testing procedures.

4. Not Protecting Backups from Cyber Threats

Cybercriminals target backups to prevent businesses from recovering after an attack. Without proper security, ransomware, hacking, and insider threats can compromise backup data. Learn how encryption keeps data safe here.

How to Avoid It:

  • Encrypt your backups both in transit and at rest.
  • Restrict access to backups with multi-factor authentication (MFA).
  • Use immutable backups, which cannot be altered or deleted for a set period.

5. Ignoring Compliance and Legal Requirements

Many industries have strict data retention and security requirements. Failing to comply can result in fines, lawsuits, and loss of business credibility.

How to Avoid It:

  • Understand and follow regulations like HIPAA, GDPR, and Texas state laws.
  • Store backups for the required retention period and dispose of old data securely.
  • Work with a managed IT provider to ensure compliance.

Data Backups with SofTouch Systems

Conclusion: Don’t Let Backup Mistakes Cost Your Business

A strong backup strategy is one of the most critical investments you can make to protect your business. By avoiding these common mistakes, you can ensure your data is always secure, recoverable, and compliant.

At SofTouch Systems, we specialize in secure, managed backup solutions for businesses in Central and South Texas. Whether you need help designing a strategy or securing your backups against cyber threats, we’re here to help.

Affordable Microsoft 365 Alternatives for Texas Business Owners


In today’s rapidly evolving digital landscape, Texas business owners face increasing challenges in managing operational costs, especially concerning essential software subscriptions. With recent price hikes in Microsoft 365 subscriptions, it’s imperative to explore affordable Microsoft 365 alternatives that align with both your budget and traditional business values.

SofTouch Systems Protecting Texas Businesses for 30 years.

Understanding the Microsoft 365 Price Increase

As of November 2024, Microsoft has increased the annual subscription fee for Microsoft 365 Personal from $129 to $179, a significant 40% hike. This change is primarily due to the integration of Microsoft’s AI chatbot, Copilot, into its suite of applications. However, full access to Copilot requires an additional $37 per month, making the total cost substantial for small to medium-sized businesses.

Exploring Affordable Microsoft 365 Alternatives

For business owners in Texas who prioritize fiscal responsibility and traditional values, several alternatives offer robust features without the hefty price tag:

1. LibreOffice

LibreOffice is a free, open-source office suite that includes applications for word processing, spreadsheets, presentations, and more. It’s compatible with various document formats, including those used by Microsoft Office, making it a seamless transition for businesses. Regular updates and a strong community support system ensure its reliability.

2. Zoho Workplace

Zoho Workplace offers a comprehensive suite of online applications designed for businesses, including email hosting, document management, and collaborative tools. With plans starting at $3 per user per month, it’s a budget-friendly alternative that doesn’t compromise on functionality.

3. Google Workspace

Formerly known as G Suite, Google Workspace provides professional email, cloud storage, and collaborative tools like Docs, Sheets, and Slides. Starting at $6 per user per month, it offers a familiar interface and seamless integration with other Google services.

4. Microsoft Office 2021 One-Time Purchase

For businesses that prefer traditional software ownership, Microsoft offers Office 2021 as a one-time purchase. This version includes essential applications like Word, Excel, and PowerPoint, eliminating the need for recurring subscription fees. It’s a cost-effective solution for those who don’t require cloud-based features.

Making an Informed Decision

When selecting the right office suite for your business, consider the following factors:

  • Cost: Evaluate your budget and determine whether a subscription model or a one-time purchase aligns better with your financial planning.
  • Features: Assess the tools and functionalities that are essential for your operations. Ensure the chosen alternative meets these requirements.
  • Compatibility: Consider the compatibility of the software with your existing systems and the ease of transitioning from your current setup.
  • Support and Updates: Look into the support structure and update frequency of the alternative to ensure long-term reliability.

By exploring these affordable Microsoft 365 alternatives, Texas business owners can maintain operational efficiency without compromising their budget. Embracing these solutions not only aligns with traditional values of prudence and resourcefulness but also ensures your business remains competitive in the modern marketplace.

In conclusion, navigating the evolving landscape of business software requires informed decisions that balance cost, functionality, and values. By considering these alternatives, you can achieve a harmonious blend of tradition and innovation, propelling your business toward sustained success.

Iphone Security Bypass Alert

Protect Your Business from iPhone Phishing Scams


STS Defending Texas Businesses from Phishing scams.

Cybercriminals are continually evolving their tactics to exploit vulnerabilities, and Apple’s iMessage security features have become their latest target. A newly discovered phishing scam bypasses Apple’s protective measures, posing a serious threat to business owners. Implementing iPhone phishing scam protection is crucial to safeguarding sensitive financial and business data from potential theft.

As a business owner, protecting sensitive customer data, financial records, and confidential communications is crucial. Understanding how scammers bypass iPhone security will help you prevent costly security breaches.


How Scammers Exploit iMessage Security

Apple’s iMessage is designed to protect users by disabling links from unknown senders. However, hackers have found a workaround. Here’s how it works:

  • Scammers send deceptive messages posing as trusted organizations, such as banks, government agencies, or service providers.
  • These messages instruct the recipient to reply with a simple response like “Y” to confirm a transaction or delivery.
  • Once the user replies, iMessage re-enables the previously disabled links, making them clickable and potentially exposing the user to malware, fake login pages, or phishing scams.
  • Additionally, responding confirms that the number is active, increasing the risk of further targeted attacks.

This deceptive strategy, known as smishing (SMS phishing), has become a growing cybersecurity threat for business owners.


Common Phishing Scenarios Targeting Business Owners

Hackers tailor their scams to appear legitimate, often using urgent language to pressure victims into taking immediate action. Here are the most common phishing scenarios:

  • Fake Package Delivery Notices: Scammers impersonate shipping carriers like FedEx, USPS, or UPS, claiming there’s an issue with a package delivery.
  • Unpaid Tolls & Invoices: Fraudulent messages warn of overdue tolls or outstanding bills that require immediate payment.
  • Banking & Payment Requests: Phony transaction alerts ask users to confirm purchases or provide login details.
  • Government Agency Notifications: Attackers mimic IRS or state agencies, demanding urgent tax payments or account verification.

These iPhone phishing scam protection often include instructions like: “Reply ‘Y’ to confirm your delivery” or “Click the link to pay your outstanding toll balance.” If you or an employee unknowingly interacts with these messages, your business data could be at risk.


How to Protect Your Business from iPhone Phishing Scams

As cyber threats continue to evolve, proactive security measures are essential. Here’s how you can safeguard your business:

1. Never Respond to Suspicious Messages

If you receive an unexpected message prompting a response, do not reply—especially if it includes a suspicious link or an urgent request.

2. Verify the Source

Before taking action, independently verify the sender’s identity by calling the organization directly through their official website or customer service number.

3. Enable Message Filtering

Apple offers built-in tools to filter out messages from unknown senders:

  • Open Settings on your iPhone
  • Select Messages
  • Enable Filter Unknown Senders

4. Educate Employees

Your employees are the first line of defense against cyber threats. Train them to recognize phishing scams and avoid interacting with suspicious messages.

5. Use Business-Grade IT Security Solutions

For an extra layer of protection, consider a Managed IT Security Service that monitors threats in real time and offers phishing protection.


Why Cybersecurity Matters for Texas Business Owners

With cybercrime on the rise, businesses in Central and South Texas must take security seriously. A single phishing attack can result in:

  • Financial loss due to fraudulent transactions
  • Stolen customer or business data
  • Malware infections that disrupt business operations
  • Damage to your company’s reputation

At SofTouch Systems, we specialize in IT security solutions for small businesses. From email security to network monitoring, our team helps protect your company from cyber threats.


Stay Protected—Take Action Today

Don’t wait until it’s too late. Strengthen your cybersecurity defenses now to keep scammers at bay.

Need IT security help? Contact SofTouch Systems today to safeguard your business from phishing scams and cyber threats.

For additional cybersecurity resources, visit:

Adapted from original reporting by Fox News.