Data is the crucial lifeblood that keeps every business afloat. Every single operation, from basic communications to advanced marketing strategies, relies on access to accurate information. If this data is lost, the consequences can be dire. For small and medium-sized businesses (SMBs) in particular, this could mean paused operations, unsatisfied customers, or even complete closure.
Data backups are essential to prevent this, but must also be chosen carefully. An on-site backup can be compromised just as easily as the original server, and introduces its own unique set of risks. Because of this, cloud backups are becoming an increasingly popular choice. But what does that mean? And how can you find the best cloud server backup solution for your needs?
What is a Cloud Server Backup?
A cloud server, put simply, is a virtual server that can be accessed from any location and by unlimited users. Like any other cloud-based solution, they’re provided over the internet, often by a third-party service provider. These can be used for any reason you might want an on-premises server, from running applications to storing information.
A cloud server backup allows you to keep additional copies of your critical data in this virtual environment. Rather than relying on hard drives or needing to invest in expensive on-premises storage, you can simply upload data to the cloud. This strategy is simple and user-friendly, enabling better access and recovery for a lower price point.
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Why You Need a Cloud Server Backup
Data backups are an essential way of ensuring business continuity, speeding up disaster recovery, and healing from cyber-attacks. The more backups you have access to, the safer your data will be in the event of an emergency. Because of this, you should make it a priority to maintain as many as possible.
Generally, you are advised to follow the 3-2-1 rule: All data should be backed up to at least three locations, on two different media, and one of these should be off-site. This strategy makes data loss almost impossible, by ensuring that there’s no single point of failure. No matter what happens, at least one copy should always be accessible using the 3-2-1 method.
But where does a cloud server backup fit into this? The answer is simple. Rather than using a secondary physical location for your off-site backup, copy data to the cloud. This is more effective for several reasons:
- Greater Accessibility: Data stored in the cloud is accessible from any location, at any time, by any user with an internet connection. This not only ensures consistent access during an emergency, but also enables remote work; making it useful for all circumstances.
- Reduced Downtime: The cloud’s high accessibility and separation from on-premises storage mean that staff can continue to work even during the worst-case scenario. Over time, this translates to less downtime and stronger business continuity.
- Lower Costs: Aside from the savings associated with reduced downtime, cloud solutions also cost less on average than on-premises storage. Purchasing, maintaining, and upgrading in-house equipment drains a lot of funds that could be better spent elsewhere. Cloud services, on the other hand, only charge a fixed monthly fee. This leads to saved money and more predictable budgeting.
- Easier Scalability: Upgrading on-premises servers can be difficult and expensive, slowing your business’ growth. Cloud servers are designed to scale with you, allowing you to plan for the future more easily.
The Danger of Neglecting Data Backups
Without cloud server backups, your business is left vulnerable to a range of risks, including:
- Cyber-Attacks: Ransomware, insider threats, supply chain attacks, and social engineering scams can all disrupt your data storage and halt your regular operations.
- Outages: Power outages not only damage business continuity, but can erase data outright if it wasn’t saved correctly.
- Hardware Failures: Mechanical issues, drive crashes, or power surges may wipe data from local devices.
- Natural Disasters: Floods, fires, earthquakes, and storms all carry the risk of damaging physical storage solutions.
- Software Corruption: Bugs or corrupted files can destroy data by making it unreadable.
- Theft or Device Loss: Particularly if your business uses a remote or hybrid work model, stolen and lost devices become a major concern. Any information saved on them will be lost if no backup is present.
- Human Error: Employees may accidentally delete or overwrite files, making it essential to have multiple copies.
Cloud backups provide essential peace of mind against these eventualities.
Key Factors to Consider When Choosing a Cloud Server Backup Solution
To find the best cloud server backup solution, consider the following:
Security & Compliance
Ensure the cloud backup offers strong security features, such as advanced encryption, and check that the service provider is fully compliant with all relevant security regulations. Depending on your industry, you may require a server backup with stronger security than the average.
Reliability & Uptime Guarantee
Carefully review service level agreements (SLAs) for uptime guarantees and other important details. Look for redundancies, as well. Multiple data centres, for instance, help ensure availability even if one fails.
Scalability & Storage Capacity
Like any IT solution, your server backup will be useless if it cannot grow alongside your business. Verify that storage can be easily scaled up when needed, and investigate whether the service provides any other functionality that you may find useful in the future.
Cost Considerations
Cloud backup services pricing will vary greatly, depending on:
- Your current needs
- Future growth
- The services provided
- In some cases, the number of users
Carefully consider whether the prices suit your current and future needs. Remember to think about potential cost increases as your business grows, as these could make a given solution more or less viable.
Do Your Research
Don’t just pick the first cloud-based backup service that crosses your path and seems to tick some boxes. This could result in unnecessarily high costs or missing features, harming your business in the long run. Proactively search for the best possible solution. Examine all of your options carefully and make an informed decision based on your needs.
Best Practices for Cloud Server Backup Solutions
Choosing your cloud-based server backup services is only step one. It’s important to follow best practices for long-term success:
1. Automate Your Cloud Backups
Manual backup processes are often inconsistent and error-prone. Schedule automatic backups where possible, as this will ensure that data is captured regularly and accurately without the need for daily reminders. Many modern cloud-based server backup services offer customisable scheduling options, including real-time, daily, or weekly backups. Take advantage of these to keep data up-to-date.
2. Secure Your Data
Ultimately, your data is only as safe as the security measures surrounding it. A single breach could undo all of your hard work, endangering clients, profits, and your reputation. Be sure to implement strong cyber defenses, such as:
- Encryption
- Role-based access controls
- Multi-factor authentication (MFA)
- Threat detection and response
In addition, segment your network. This will help address the risk associated with supply chain attacks (where threat actors breach your business through a third-party supplier, such as your cloud service provider), by allowing you to quickly isolate any compromised parts of your IT infrastructure.
3. Test Your Backups Regularly
Backups often fail, and many businesses learn this the hard way when they are unable to restore data after an incident. Schedule periodic test restorations, to verify that backups are actually successful and all data can be retrieved if necessary. This will help you identify issues that need to be addressed before they have the opportunity to harm your business.
4. Define Clear Policies
When data is stored in multiple locations, especially in the cloud, proper handling procedures become more important than ever. Set policies that clearly explain:
- How long data should be kept in cloud server storage
- When and how it should be disposed of
- How cloud-based storage should be accessed and shared between employees
This not only helps manage costs over time, but will also ensure compliance with industry regulations and prevent disorganisation.
What if I Need Help?
Server cloud backup solutions are often difficult to implement and manage on your own. Your existing IT infrastructure, particularly the complexity of your current cloud environment, can easily exacerbate the issue, leading to chaos and disorganisation. In the long term, this will compromise the security and integrity of your backups.
Proper cloud backup management is crucial to prevent these issues, but SMBs often aren’t equipped for this. You might struggle with additional challenges that larger corporations don’t, such as:
- Limited or no in-house expertise
- Inability to address problems quickly due to lack of funds
- Less time to spend on management and optimisation
One potential solution is outsourcing. Third-party IT experts known as managed service providers (MSPs) can often handle a variety of cloud and backup tasks for you, reducing or even eliminating the need for internal management processes.
Why You Shouldn’t Risk Going It Alone
Managed services are often seen as yet another expense SMBs cannot afford, which makes many hesitant to consider them. But the truth is that they provide a lot of value for the relatively low costs involved. There are many benefits to outsourcing:
- Less time wasted on tasks that are not your area of expertise
- Fewer mistakes made by employees who aren’t sure what to do
- Lower demand placed on existing staff, ultimately resulting in higher morale
- Fewer additional employees required, saving money
- Access to an entire team of IT experts for the cost of hiring one or two
What does this mean for your business? Increased security, simplified budgeting, and fewer issues. By attempting to handle the matter internally, you risk a variety of negative consequences from cyber-attacks to staff resignations. Most of these can be avoided with the right expertise.
Choosing an MSP for Your Cloud Computer Backup Services
If you do choose to look for help, it’s important to remember that not every MSP is created equal. Before you make a decision, there are a few things you must consider:
Communication and Transparency
In the field of IT, fast and honest communication is crucial. Your chosen MSP should consistently answer calls, respond to queries within 24 hours, and communicate openly. They should also be fully transparent about important issues such as pricing and potential problems.
Areas of Specialisation
The right partner should specialise in at least one of the following areas:
- SMBs
- Your industry
- Cloud computing
- Data backup and recovery
Preferably, they will have experience in several or all of these things.
A History of Success
Your MSP should have a proven track record of successfully helping businesses manage their cloud or backups. Look for case studies or testimonials, and ask about their past experience.
A Personal Interest
The MSP you choose shouldn’t simply offer services. They should be a genuine partner, invested in your long-term success. They should be interested in learning about your business and cloud environment, and proactively provide suggestions for improvement.
My Cloud Backups Are Set Up - What Now?
If you have an MSP, you may not need to do anything. Depending on the specific services you signed up for, your cloud may be fully managed, or some of the smaller tasks may have been taken off your plate. In this case, simply stay in touch with your MSP, monitor the situation, and involve your own IT staff where needed.
If you’re choosing to manage your server backup service alone, consistent oversight is key:
- Monitor to ensure backups complete successfully, the cloud remains accessible, and restoration functions as required.
- Support your backup solution with a comprehensive disaster recovery plan.
- Periodically assess whether your current cloud server backup service still meets your needs, especially after a cyber-attack or period of growth.
Common Challenges & How to Overcome Them
You may encounter challenges that impact the effectiveness of your server cloud backup solution. Here are some strategies to address them early:
- Cost Concerns: Choose scalable solutions that allow you to pay only for what you use at a given moment. This will help keep spending in line with the resources your business actually needs.
- Vendor Lock-In: Avoid long-term contracts with cloud service providers, and re-negotiate the terms regularly. A multi-cloud approach can provide you with an additional security net if you ever need to leave a provider.
- Ask for Help: If you currently have an MSP, remember to ask them for help with any issues you encounter. If not, consider reaching out to one should you get in over your head.
FAQs
What is the best cloud server backup for SMBs?
The answer to this will depend on your specific business and backup needs. Think about storage needs, security and compliance requirements in your industry, the complexity of your current IT infrastructure, and your plans for future growth.
How much does all of this cost?
Cloud backup services pricing will depend on your service, provider, and whether you choose to manage in-house or hire an MSP. Cost optimisation strategies can help keep expenses low.
Is cloud server backup secure?
Cloud computing in general is known for offering stronger security than local backup storage. However, you should always implement additional defences. Your data can never be too safe.
What is the difference between cloud backup and cloud storage?
“Cloud storage” does not necessarily mean your business is protected if something goes wrong. This is because it could refer to a single copy of stored information. While rare, it is possible for cloud storage space to be wiped accidentally or maliciously. A cloud server backup, on the other hand, replicates the data on your existing servers to a secondary location. This is a true backup strategy that will protect you from data loss. Never rely on storing data in just one location.
How often should SMBs perform cloud backups?
Preferably, backups should be automated in real-time. Many cloud-based applications already allow this. But if manual backups are necessary, they should be performed once per day at bare minimum. The more often you backup data, the better.
Keep Your Data Secure With the Best Cloud Server Backup for Your Needs
An SMB can learn to survive without many things, but data is not one of them. Continuous access to accurate information is essential to maintain your daily operations and prevent disruptions. The best way to ensure this is by having multiple copies of your data accessible at all times. The right cloud-based backup services, and strong management techniques, will help keep your business running smoothly no matter what happens – reducing downtime and empowering your team to focus on growth instead of disaster recovery.
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