Conducting periodic backups of business information is critical, to prevent the loss of data and ensure a swift recovery in the event of a disaster. You know this, but how do you choose what type of backup to use? Backup software has certain advantages over saving your information in the cloud, but there are limitations to physical data storage as well. The best thing to do is choose a combination of the two methods, in order to best protect your company's valuable information as part of your disaster plan.
Backup Software: Benefits and Concerns
Using software and a physical medium to perform local data storage of business information is a simple process, and can prevent information loss due to computer failure. Store data on a thumb drive, CD or an external hard drive, depending on the amount of data to be stored. Keep the storage device in another location to ensure the safety of the data, even in the event of a fire or other disaster. Limitations to physical backups include:
- Corrupted data due to equipment malfunction - The medium used to store the data can fail, resulting in a loss of data. Although equipment malfunction cannot be prevented, frequent testing of backups can prevent the failure from affecting the business.
- Human error - Even when frequent backups are part of the established procedures for a business, it is possible that the person responsible will forget, or conduct the backup incorrectly. In order to reduce the effects of human error, add daily backups to a shift checklist, and monitor for proper backup procedures.
- Location of backup storage - Unless the backup is stored at an alternate physical location, it is vulnerable to fire, flood or any other natural disaster that affects the on-site computers.
Better to Backup Online?
A cloud-storage service that allows businesses to backup online offers many benefits. Online data storage options often offer the option of automatic backups, which reduces the chance of human error. Data is uploaded to the storage service using the Internet, which keeps the information safe from any physical disaster that might affect the business. Despite these benefits, using online backup companies do have some associated risks.
- Hackers - When sensitive business information leaves the office, and travels on the internet, it becomes vulnerable to hackers. A storage provider should provide an extremely secure transfer process, as well as secure and redundant data storage options, to reduce the chances of hacking.
- Outages - In the event of an Internet outage or electrical outage at the business, or at the storage facility, the backup service would not be available.
There are varied benefits and risks associated with the use of backup software to manually archive business information, or online backups to save the information automatically. Combining the two methods, and alternating online archival and cloud computing with local physical storage offers a compromise that ensures that data restoration is always possible, no matter what happens to your office and computers.
Updated: April 2011
Victoria Nicks - Victoria Nicks has a Master's Degree in IT, and extensive hands-on experience with various types of hardware and software.
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