No matter the means by which a company chooses to store and back up its data, we know that this is imperative for businesses of all sizes. But what many businesses don't realise is that having a back-up solution is about so much more than ticking a box - it only really matters how it performs when something goes wrong.
Small business managers may feel that they have done what they need to by merely having some form of a solution in place, but when something goes wrong, they often find that they don't have the back-up that they need. Back-up solutions are not just about backing up your data, they are also about restoring your data; most companies can back up your data, but restoring data - well, therein lies the rub.
Cloud solutions mean that storing data off-site can prove both affordable and manageable for Small to Medium Enterprises (SMEs). But simply putting data in the cloud doesn't really complete the circle of data security. The data needs to be managed, back-ups need to be run, and a trusted provider needs to be involved in guaranteeing the security and availability of the data.
Companies should be cautioned and know that by utilising an international cloud provider there are no Service Level Agreements (SLAs) and there is often no automated back-up. Running the back-ups is up to the individuals running the account - but consider the reality that these individuals may be in a meeting or out of the office at "3pm on a Friday", when the back-up is supposed to be run.
It is far better, he said, for any business, but especially SMEs who are very cost sensitive, to make sure that they are getting what they need out of a back-up solution, particularly when looking for a cheaper option.
A company should be totally aware of where the data is stored, ensure a relationship with the cloud provider that is governed by SLAs, data should be encrypted, there should be automated processes in place so that it doesn't fall to one individual to remember to do it, and there should be a clear communication of what will happen if back-ups fail or if the original data is lost.
While many cloud providers provide aspects of these kinds of services, it is only through developing a relationship with a trusted local provider that small businesses can be sure that their data is stored safely, in the country of origin, by a company that is governed by the same laws as they are.
It is critical that a cloud provider can customise the solution appropriately for each small business, whereby unnecessary features, which may be ideal for an enterprise organisation, can be scaled down suitably, but without cutting corners on the core components that will make your data truly secure.
There is a clear distinction between data storage and back-up. Data storage is simply storing your data securely off-site. There are plenty of companies offering such services, many of them for free; however, even though there are naturally security measures in place, the purpose of this isn't for disaster recovery - it's simply for storage and access. A back-up solution, on the other hand, should have built-in back-up times, version control, encryption and data management features.
Because of this distinction, it is very important to be sure that the cloud data storage or back-up solution that a small business has purchased is doing what it is supposed to.
The cloud is broadening the horizons of the kinds of solutions that small businesses can access and afford. But it's so important to consider these solutions carefully to be sure that a company has access to the most relevant solution to its unique needs and, importantly, is getting value for money.
