A construction consultancy should back up everything its work depends on: the document management system and its SQL database, all case and project files, its Microsoft 365 email and SharePoint data, and the configuration of key systems, following the 3-2-1 principle, keeping one copy isolated from ransomware, and test-restoring regularly. The aim is a known, fast recovery for anything that could go wrong, not just the comfort of having backups. This is part of managed IT at about £45 to £100 per user per month. Here is what to cover and how.
Backups are the safety net under a consultancy, but only if they cover the right things and actually work. Here is what good backup looks like for a document-heavy firm.
Back up the document system and database
The document management system and its SQL database are the priority, because they hold your irreplaceable case records. They must be backed up frequently and consistently, vault and database together, so you can recover any case to a recent state. This is the core of a consultancy’s backup and must be done thoroughly.
Include all case and project files
Any case or project data that sits outside the document system, on a file server or in shared folders, needs backing up too, so nothing important is missed. A complete picture of where your data lives, and backing all of it up, ensures there are no gaps when you need to recover.
Do not forget Microsoft 365
Many firms assume Microsoft fully backs up their email and SharePoint, but it does not to the extent most expect. A dedicated Microsoft 365 backup protects your mail and shared files from accidental deletion, departing staff and ransomware, and is one of the most commonly missing pieces of an otherwise solid setup.
Follow 3-2-1 and keep a copy isolated
Keep at least three copies of your data, on two types of media, with one off-site, and make at least one copy isolated or immutable so ransomware cannot reach it. Together these mean no single failure or attack can wipe out every copy, which is exactly the protection confidential case data deserves.
Test restores, not just backups
A backup you have never restored is only a hope. Regular test restores prove the data is really there and usable, and show how long recovery takes, so there are no surprises during a real incident. Proven recovery is the entire point of backing up in the first place.
What to ask a provider
A specialist for construction claims and quantity surveying consultancies should be able to answer:
- Have you supported document-heavy consultancies and systems like M-Files, including the SQL back end, before?
- How do you keep our case archive fast to search as it grows?
- How do you help us receive and handle confidential client and third-party data securely, through data rooms, SFTP and VPN?
- Can you support secure remote and RDS working, and our Cyber Essentials or IASME accreditation?
- Is the price clear and per user, with security included rather than charged separately?
Where to start
If you are not sure where your practice stands, a short review is the quickest way to find out: check that your document management and its server are sized and backed up properly, that confidential client and third-party data is received and stored securely, that remote access is secure and reliable, and that your Cyber Essentials or IASME accreditation is genuinely covered. Those few checks show where a consultancy-aware managed setup would pay off.
The bottom line
For a construction claims or quantity surveying consultancy, good IT comes down to two things: being able to find and work with huge volumes of case documents instantly, and keeping confidential client and third-party data absolutely secure. When the document system is fast, the data is safe, and people can work securely from anywhere, the practice can focus on the cases rather than the technology.
That reliability comes from a setup built around how a document-heavy, confidentiality-bound consultancy actually works, a well-run document management system, secure data handling, solid backups and recognised accreditation, rather than generic office IT. For a small practice whose reputation rests on protecting clients’ information, a predictable per-user cost for that dependability is far cheaper than a breach, a lost case file, or a day locked out of the archive.
Why construction consultancies choose First Stop IT
First Stop IT has supported businesses since 2002, including professional and consultancy firms, and we understand how a construction claims and quantity surveying practice works: M-Files and other document management on a SQL back end, secure handling of confidential client and third-party case data, RDS remote working, and the Cyber Essentials and IASME accreditation that clients increasingly expect. We support consultancies across Essex, Hertfordshire and London. Our credentials include:
- Cyber Essentials Certified
- IASME Cyber Assurance (Gold)
- NCSC Assured Service Provider (Cyber Advisor for Cyber Essentials)
- Microsoft Partner
- Crown Commercial Service Supplier (G-Cloud)
- Quality Principles Certified
We look after more than 2,000 endpoints across 50 companies, we have been named a Top 50 UK MSP for three years running, and we support organisations with 10 to 100 employees across Essex, Hertfordshire and London.
Book a free IT and cyber security review
Want your irreplaceable case files genuinely protected? Book a free IT and cyber security review with First Stop IT.