How Many Cloud Backups Should You Have?

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Keeping updated backup files is not only a vital element of business operations, but is also best practice. In an ideal world, backup files are simply that - a backup. However, you don’t always live in an ideal world. Parts break and cyber threats are ever-evolving, making your backup procedures more important than ever.

Why Backups Are Important 

There are several instances when backup files will be utilized or even necessary for continued operations. Perhaps a staffer’s computer crashes and they need to upload all of their files to a new PC. Or, the network unexpectedly goes down and unsaved files are lost, or a server crashes and files are inaccessible. Or even worse, the network is hit with ransomware and files become encrypted by cybercriminals, making them completely inaccessible. 

None of these things are unheard of, and you yourself may have experienced the pains of lost files and time or two. However, with up-to-date backup files, restoration is not only possible but can be quite efficient. Yet, this begs the question of, which backups are best?

System Backups 

There are two methods to backing up your organization's files: 1) You can back up to another company-owned hardware device, such as an SSD or a physical server on-site, or 2) you can back up your files using a cloud-based storage solution. 

Many IT experts believe organizations should keep three sets of updated backup files. Of these three, at least one of them should be located off-site. 

Using Cloud Backups 

Utilizing cloud-based storage solutions enables organizations to keep all of their backup files off of their network. This means, if for any reason their network is compromised, their backup files will remain safe. Not only is this important for cyber security, but also an important element for the information technology department. But, why?

Consider if backup files are stored on the same server as standard files. What happens when that server crashes? If that was your single backup source, the organization is in jeopardy of an incomplete restoration. 

But, what if those backups were stored on an alternative server? Assume this server, perhaps even off-site, was connected to the network at all times. What happens when the network crashes or is corrupted by cyber criminals? Again, those backups would not be useful to the organization. This leaves them scrambling during the remediation process.

Now, if the backup files were stored on a cloud solution, the organization could restore the files rather quickly and seamlessly. In addition to providing peace of mind, cloud storage is well-known for reducing the compliance burdens of organizations, increasing scalability, and unlike purchasing new storage hardware - does not require a significant upfront investment. Furthermore, cloud services improve security by eliminating the risk of internal access control breaches.

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Creating Three Backup Copies

Each organization should keep three, updated copies of their files. As mentioned previously, at least one of these should be stored off-site. By keeping multiple backup files in various locations, the risk of complete file corruption or incomplete backup files is reduced. 

For instance, if one backup process failed, but the other two completed without issue then the organization would still be able to restore the network successfully. By choosing to use cloud-based storage solutions for all three backup solutions organizations will see five major benefits.

Reduction of Initial Costs

As mentioned previously, purchasing hardware such as additional servers to store on or off-site can be a significant investment for an organization. As servers get bogged down with more and more data their performance begins to suffer. An ill-performing server is not one that any business should rely on for its backup procedures. By investing in cloud-based storage solutions, the upfront cost is a fraction of purchasing the hardware itself for the organization.

Increased Scalability

Since the company is not maxing out its own servers, and relying on those of a cloud-based provider, they know if additional storage is needed to properly scale, they can make that investment at that time. They again, do not have to worry about their own storage capacities, making their scalability factor not only greater but far more efficient. 

Security Threat Mitigation 

Not only do cloud storage solutions help eliminate the threat of internal access control breaches, but they also include heightened security measures to properly thwart cyber attacks as well. The security protocols and solutions these entities have in place put many organizations to shame. Why? Because they know their entire reputation is riding on keeping their infrastructure secure. If they suffer a breach or cyber attack, they will undoubtedly lose a significant amount of business. It’s vital to them to keep your information not only secure but encrypted both at rest and in transit. 

Greater Flexibility 

Thanks to a global pandemic, businesses have learned to adapt. Many of which went to a remote work policy, and several have remained offering remote opportunities as it has been proven effective for their business models. Cloud-based storage solutions make remote work and the flexibility of accessing work files on-the-go as easy as possible. Instead of having to log into the corporate network, or drive to work to get access to important documents, when they are saved on the cloud, they become accessible anywhere - with the right credentials, of course. 

Decentralization of Data

Unlike storing everything all in one place, you now have the ability to affordably decentralize your data. This means you can store one backup system on a cloud server in Arizona, one in Barcelona, and another in Sidney. Or, if you even wanted to break it down further, you can store bits and pieces of your organization’s information in multiple locations, with a single access point. 

Cloud storage is becoming widely used all over the globe. The benefits are astounding, and knowing that your most important documents are secured beyond your organization’s own security stack can also help you sleep better at night. By utilizing it for your organization’s backups as well allows for any employee, at any time, to retrieve lost files in a matter of minutes. Now that’s efficient.