There are new cloud-based file sync and storage services popping up all the time. Many of them promise low-cost or sometimes even “free” storage. However, you need to consider something. When you start using a cloud solution you can easily get a false feeling of security.
Cloud backup is great, but there are things you need to watch out for. So, here are the key cloud backup mistakes that you should avoid in order to get the full potential out of your cloud service.
Not doing regular testing
If you backup your business files and documents on a cloud-based service, you must test your continuity and disaster recovery solutions regularly. It doesn’t matter which cloud service you’re using – this is something you have to do.
You need this regular testing to be sure that your continuity solutions will work when you’ll need them most. Don’t think that a solution will just work if you haven’t tested it. Think about that emergency crisis as if it’s about to happen any moment.
Lack of documentation
One of the worst cloud backup mistakes is having no internal documentation. When a failure of catastrophic proportion happens, your employees will be confused and won’t know how to react.
Your business continuity and disaster recovery plans must be documented and backed up, so they can be accessed anytime from anyplace (that is something a cloud solution offers).
That way people will know what will happen next. They’ll know who needs to do what and what are the next steps in order to have a quick business recovery.
Not clarifying your backup needs
Not all companies need the same approach to backup. You must pay attention to your specific data protection needs. That’s how you’ll be able to plan your approach. You need to do this before you choose your backup solution. Otherwise, you’ll end up with a backup solution you can’t really use.
The best way to find your perfect cloud-based service would be to list the different types of data you’ll need to backup. Consider how long they will need to be kept for. And consider which ones have the biggest priority. This will help you decide which processes and tools are best. You will better understand which solutions can secure your data and which services meet your business requirements for data recovery.
Confusing the terms ‘sync’ and ‘backup’
This mistake can cause problems of deadly proportions for a business. Many people believe “they don’t need a backup” since their files are “synced”. To sync files means keeping files consistent between two or more devices. That would be something like what iCloud or Dropbox do.
If you make changes to the content of a file, the change will also occur on all of the other synced devices. This includes things like accidentally deleting files. Yes if you delete a file on one device accidentally, the syncing process makes sure it is deleted on all the other devices. However, this depends on your syncing settings to some level. The Dropbox version history feature and Apple’s Time Machine are also great at restoring previous versions.
Syncing solutions are good for personal use, but the fact is you run a business. Your files are more serious and if you lose them, the damage may be catastrophic. That’s why a syncing solution is not an ideal solution for you and your business. You may use it for the convenience of your employees. But still, you also need a cloud backup solution alongside it.
Using single backup
You shouldn’t think that if you’re backing up to the cloud that’s enough. It’s better than nothing, but for a serious business like yours, you must do more. You need to do a local backup too.
There is a strategy you can use and it involves three backups – creating a copy of the data on the same hard drive, a local (network) backup, and a cloud backup.
You never know what may happen. If you’re only doing a local backup, something can happen to that local backup and you may lose all your data.
If you’re only backing up to the cloud, what happens when the system has temporary issues? You lose access to your files. So, it won’t hurt if you have a local backup as well. This is in case your favorite cloud service is temporarily shut down.
Lack of security
You might think that your business data is not important enough for any hacker to bother with it, but that’s not true. Many hackers do identity theft and the security of your data should be your priority. Strong encryption is a must, so make sure that the service you’re using offers it.
Even if your data isn’t the aim of the hacker, they still might use your company computers for illegal purposes. This may be things such as launching DDOS attacks from your computers. This has already happened to many companies, so don’t let yours be on the list.
Also, it is important to protect your computers with strong passwords, train your users to practice safe surfing and update all of your devices. Also, you should do a system check for malware and get rid of any that you find.
Trying to do everything in-house
Some companies try to do everything in-house in fear of losing “control”. But they often find themselves in situations they can’t solve. You need to remember that when you backup data to a certain cloud service, you do that so you can be able to recover your data if something unplanned happens.
Doing everything yourself might create even bigger problems. Why even bother with trying to come up with the perfect solution when others can do it for you? Don’t torment your business and reach out for help from an outside source.
Cloud backup mistakes are easy to avoid if you outsource
Are you feeling overwhelmed with all of this information? Is it too much to consider? Do you have even more questions that we didn’t answer? How do you even find the right cloud provider? Should you use the “three backups” solution and combine it with a sync solution?
If you want to do all of this by yourself, there will be even more research to do. However, you can decide to end the struggle here and save yourself some time. If you have a good external IT support provider, things can be a lot easier.
Feel free to contact the inspired techs team today. We can help you come up with the ideal backup strategy. This includes helping you set up local backups. Our solution will factor in where and how cloud solutions come into play.