Backups and cloud storage are two entirely different things, though people confuse one with the other all the time. Cloud storage (like Google Drive, OneDrive or Dropbox) is really about access and collaboration. It is used to save files online, share them and work from anywhere. When your laptop breaks, you can still log in and work from any device to view current documents.
What a Backup Is For
A backup is about recovery. It means having a duplicate version of your data stored in such a way that you can still access it in an emergency or disaster. Backups are built to be like a “time machine” that lets you restore your data from a given point in time.
Do You Need Both?
In most SMEs, yes.
The good news is that cloud storage protects you from device failure and makes your daily tasks simpler. But while it can soften the impact of human error, it is not always a failsafe. If someone deletes a folder (or it gets deleted from a synced device), that change can sync across to the cloud. This is why it’s important that cloud solutions have recycle bins and version history, but those are only good within certain retention periods.
With a true backup, there is another layer of security. The backup should be set up to run automatically, be encrypted and be tested regularly (because a backup you can’t restore is useless). It should also be insulated from accidental changes or deletions by regular user accounts. For a Wasabi Partner, visit www.primesys.co.uk/partnerships/wasabi
The Easiest Approach
Work on files in the cloud, but use a separate backup solution for data that is crucial to your business. Your IT partner should help you determine how to back up, what needs backing up and how often.
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Security risks that make backups essential
Cloud services make files easy to reach, but they come with security concerns that are worth understanding when deciding whether you need a backup too. The first is data breaches. No system is completely secure, and some companies rely on cloud storage alone without keeping separate backups, which leaves them exposed if something goes wrong.
Many businesses hold sensitive information in the cloud, from staff details to health records and payment card data. That kind of information attracts attackers looking to misuse the technology for their own gain. Malware is one of the biggest threats. In a malware injection attack, malicious code is designed to slip past the defences that protect a cloud system.
Data can also be lost outright, whether through human error or events such as severe weather that disrupt services. The protective measures for cloud systems are much the same as those for any IT system, and one of the most important is keeping an independent backup that can be used to recover your files.
Keeping confidential data secure in the cloud
Cloud services bring flexibility, easy scaling and lower costs, but they also move data outside an organisation’s traditional boundaries. Security is then about more than protecting buildings and networks. It means protecting sensitive information both while it travels and while it is stored.
Encryption is one of the most effective safeguards. It scrambles data so only authorised users with the right key can read it, which means intercepted files are useless to anyone else. Access controls add another layer, making sure only authorised people can reach the data and only the parts they need, through user authentication, permissions and role-based access.
Regular backups limit the damage from data loss or a breach, because lost or compromised files can be restored. Those backups should be encrypted and stored securely too. Finally, data that is no longer needed should be disposed of properly, whether that means securely deleting digital files or using confidential shredding for paper records, so it can never be recovered.