Tag: Backups

I keep thinking about what happens when a business spends years building an audience on a platform it does not control.

That got me thinking more broadly about digital ownership for small businesses.

Who actually owns the relationship?

A business might have thousands of social media followers, hundreds of Google reviews, years of customer conversations, a WordPress website, an email list, analytics, photos, videos, cloud documents, and accounts spread across a dozen different services.

All of those things can be valuable. But the business does not have the same level of control over all of them.

That is the part I think gets overlooked.

When I use the word ownership in this article, I am mostly talking about practical control. I am not trying to settle the legal ownership of every account, piece of data, domain name, photograph, or line of code.

What does digital ownership for small businesses really mean?

I am less interested in arguing about who technically owns every digital asset. I am more interested in whether the business can get to it, manage it, move it, and recover it.

I usually think about four questions.

Those four questions tell me more than the word ownership by itself.

Not everything that feels like yours is under your control

A social media following is a good example.

You can build a very real audience on Facebook, Instagram, LinkedIn, YouTube, TikTok, or another platform without having a direct, portable relationship with most of the people in that audience.

If 10,000 people follow a Facebook Page, that does not mean the business has a file containing the names and contact information of 10,000 customers. The relationship still runs through Facebook.

That does not make Facebook bad. It makes Facebook a channel.

I want businesses using channels like social media, search engines, directories, and advertising platforms when those channels are useful. I just do not want the entire relationship with their community living in one of them.

The same idea applies to a social media strategy. Reach matters. So does knowing what happens if access to that reach changes.

Own the foundation. Rent the reach.

This is the simple rule I keep coming back to.

Again, I am using “own” in a practical sense here. I want the organization to have direct access and a reasonable amount of control over the systems that matter most.

For many small businesses and nonprofits, that foundation includes:

• domain registration and recovery information
• DNS access
• website administrator access
• website files and database
• original written content
• original photography and video
• customer and client records
• email subscriber records
• analytics accounts
• business documents
• backups
• account recovery information

Then there is the reach. That might include Facebook, Instagram, LinkedIn, Google, YouTube, TikTok, online directories, advertising networks, marketplaces, or AI platforms.

Those services can be incredibly useful. But I would rather build on a foundation the business understands, then use outside platforms to reach people.

The Core Components of Your Digital Foundation

Your domain may be the most important login nobody thinks about

A domain name can feel almost invisible when everything is working. You type the address, the website loads, and nobody thinks about what is happening underneath it.

Then a credit card expires, an employee leaves, a web developer retires, or nobody can remember which registrar holds the domain.

That is when the registration account suddenly matters.

I generally want the business itself to be the registrant or account holder and to retain direct access to the account where the domain is registered. I also want recovery information, renewal details, and administrator access to be documented.

That does not mean the owner needs to understand DNS records or manage the technical details. A web developer or IT provider can still do that work.

Access and responsibility are different things.

ICANN describes a domain holder as a registrant with rights and responsibilities related to registering, managing, transferring, renewing, and restoring a domain name registration. If you want the technical background, its information for domain name registrants is a useful place to start.

I also offer domain registration and management, but even when I am doing the technical work, I want the relationship and access to be clear.

Your website should be portable too

The same idea applies to the website itself.

For a WordPress site, I want to know where the site is hosted, who has administrator access, where the database lives, where backups are stored, and what outside services the site depends on.

I also want to know whether themes, plugins, fonts, photographs, design files, or other assets have licenses or usage terms that affect what can move with the site.

In my own work, I do not want a client relationship held together by access restrictions. If someone eventually needs to move a website, there should be a reasonable path to do that.

I wrote a separate guide on transferring a website to a new web designer because this comes up more often than people expect.

The business does not need to manage the server. It does need to know that the server exists, who is responsible for it, and how access could be recovered if something changed.

The same principle guides how I think about website hosting and WordPress support. Good service should make the technology easier to manage without making the client dependent on mystery.

An email list is different from a social following

Email is another place where the word ownership can get sloppy.

Mailchimp, Constant Contact, Kit, and other email services are still outside platforms. The business is using software provided by another company.

But an email subscriber list can be much more portable than a social following because subscriber records can often be exported and moved between systems, subject to the platform’s features, applicable law, consent, and the business’s own privacy commitments.

That is a meaningful difference.

If someone has directly given a business an email address and agreed to receive communication, the relationship is closer to the business than a simple follow on a social platform.

That does not give a business unlimited rights to use the address. Permission still matters. Privacy still matters. Unsubscribe requests still matter.

The practical lesson is not “email is owned and social media is rented.” It is that different channels give a business different levels of access and portability.

Reviews are valuable, but they live on somebody else’s platform

Google reviews are another good example.

A local business can spend years building a strong reputation on Google. Those reviews can help people understand what it is like to work with the business.

But the reviews are hosted and managed within Google’s platform. The business does not control that environment in the same way it controls a page on its own website.

I do not think the answer is to care less about reviews. I think the answer is to build reputation in more than one place.

That can include Google reviews, testimonials collected directly with permission, case studies, project stories, and useful content on the business’s own website.

If Google Business Profile is an important part of how people find you, my Google Business Profile guide goes deeper into maintaining that presence.

Customer data comes with responsibility

Having access to customer information does not simply mean a business “owns” it.

A business may have privacy, security, contractual, retention, or industry-specific responsibilities depending on what it collects and why.

The Federal Trade Commission encourages businesses to understand what personal information they hold, keep only what they need, protect what they retain, dispose of information appropriately when it is no longer needed, and plan for security incidents. Its Protecting Personal Information: A Guide for Business is a practical starting point.

That leads me to a better set of questions than simply, “Do we have this data?”

• Why do we have it?
• Where is it stored?
• Who can access it?
• Can it be exported if we need it?
• Do we still need to keep it?
• What commitments have we made to the people it belongs to?

Those questions are useful whether the business has ten customers or ten thousand.

Your own privacy policy should also reflect what your business actually does. A policy copied from somewhere else is not a substitute for understanding your own practices.

Backups are part of the foundation

A backup is not exciting until you need one.

If a website is damaged, an account is compromised, a file gets deleted, or a service changes unexpectedly, a separate backup gives you another recovery option.

Depending on the business, that might mean keeping copies of:

• off-site cloud backups
• localized hard drives or physical media
• database and server exports
• independent archives of customer or subscriber data

I also prefer backups that are not dependent on the exact same system as the thing being backed up. If the primary service has a problem, I want another path to recovery.

I wrote about one part of my own approach in From Donuts to Data Protection: How Backblaze Became My Go-To Backup Solution.

What happens when your web developer or marketing agency changes?

This is where digital ownership stops being theoretical.

I have run into versions of these situations many times:

• The employee who created the analytics account left the company.
• The old marketing agency is the only administrator on an advertising account.
• A former web developer registered the domain.
• A volunteer created the Facebook Page years ago and nobody knows which account was used.
• Nobody remembers where DNS is hosted.
• Two-factor authentication codes are going to a phone number that is no longer active.
• The credit card on an important account expired.
• An old email address is still being used for account recovery.

Usually nobody did anything malicious. The systems simply grew over time, and nobody stopped to document who controlled what.

That is why I like business-controlled administrative access. A trusted vendor can still do the work, but the organization should not be completely locked out of its own systems.

AI is creating a new version of this problem

There is another layer to this conversation now.

Where is your business knowledge going?

People are putting proposals, meeting notes, research, customer information, process documents, strategy, drafts, and internal conversations into AI tools.

Some of that can be genuinely useful. It also gives businesses a new set of systems to understand.

Before putting sensitive business or client information into an AI service, I think it is worth checking the terms and privacy settings for the specific account and plan you are using. Before adopting a new tool, run through this quick checklist:

• Where is the information stored?
• Who can access the account?
• Can administrators manage access?
• Can important work be exported?
• What are the current retention settings?
• Can conversations or files be deleted?
• How does the provider say submitted information may be used?
• Are employees putting client information into personal accounts?

I would not assume the answers are the same across ChatGPT, Gemini, Claude, or any other service. Policies, account types, settings, and business plans can differ and change over time.

I have written more broadly about using AI to build better systems for business and life. For me, digital ownership for small businesses becomes much easier to understand when you stop thinking about it as an abstract idea and start looking at individual accounts.

Try a simple digital ownership audit

You do not need a complicated cybersecurity assessment to start understanding your digital foundation.

Make a list of your important systems and ask the same questions about each one.

What a few filled-in rows look like

Asset	Who controls it?	Who has admin access?	Can we export it?	Recovery method	Backup?	Status
Domain	Business (registrant)	Owner and web developer	Yes, transferable	Registrar login, owner email and 2FA	Auth code on file	Business controlled
Email marketing list	Business	Owner and marketing help	Yes, CSV export	Platform login, owner email	Monthly CSV export	Shared with a vendor
Analytics	Unclear	Set up by a past contractor	Likely, once access is restored	Not documented	None	Unknown

I would then give each system one of four simple statuses.

The last two are where I would start asking questions.

If a few systems land in those last two categories, you do not have to fix everything at once. Start with the assets your business could not operate without, usually your domain, your website and hosting, and your customer records. Confirm who controls each one and how it would be recovered. Once the essentials are solid, work through the rest at a pace that fits.

You do not have to manage everything yourself

None of this means a small-business owner needs to become the IT department.

I do not expect my clients to manage DNS records, WordPress databases, server backups, analytics configurations, or every account permission themselves.

That is part of why they hire me.

But I do want them to know where the important systems live. I want the organization to have a reasonable path to access them. I want recovery information to make sense. And I want us to be able to explain which systems depend on outside vendors or platforms.

Good support should reduce the amount of technology a client has to think about without making the technology mysterious.

Use the platforms. Keep the foundation.

Use Google.

Use Facebook.

Use Instagram, LinkedIn, YouTube, email platforms, directories, AI tools, and whatever else helps you communicate and do good work.

Just do not confuse using a platform with controlling the relationship.

Own the foundation. Rent the reach.

The internet changes quickly. Platforms change. Vendors change. Employees leave. Tools get acquired. Accounts get forgotten.

The goal is not to predict all of that.

The goal is to understand your digital foundation well enough that one change does not have to take the whole thing with it.