There is a common misconception out there about offsite backup solutions that I want to address in this article, and that misconception is that if you have a consumer-grade offsite backup solution in place, you have what you need in the case of a disaster. We see this frequently with new clients we are boarding. Obviously (and with good reason), these clients question why we want them to transition over to a more expensive backup platform. Let me explain why we almost always recommend this and why having just a consumer-grade solution is potentially putting your business at a big risk for data loss.
At home, the files you most want to protect are likely photos and important documents such as copies of your marriage license, will, bank statements, etc. That’s usually about it. The consumer-grade solutions are great for your home use. They are very affordable and guarantee that should your computer ever fail, you can download a current copy of your files with ease. This is called a “file and folder backup.” It is just that — files and folders only. “Well, what else is there other than files and folders” you ask? Here goes:
There is a reason that enterprise-level solutions exist and why IT providers are always pushing you to invest in a different, more comprehensive solution for your business. The reason is this. Imagine a fire wipes out your server (this is assuming a local server, which many, if not most of you, probably still have). Yes, you will be able to download those files, but what you won’t have and will have to rebuild is everything else, including how every aspect of your company’s technology was configured. This is where a backup of your server image can literally save your business or, at a minimum, a ton of downtime and the high cost of completely rebuilding your server and network configurations. You see, an image backup will include how your server is configured (like file and folder permissions), copies of the programs you will be running on your server and network as well as other important system settings.
In the first scenario, you are looking at days to be back up and running. In the second scenario, you will have to wait for a copy of your image to be sent by overnight mail (usually these files are large and downloading could take days). It can also be downloaded and then loaded back onto your new server. In addition to the practical issue of getting your data and system settings back quickly, consumer-grade solutions also fall short in the areas of compliance and encryption — two areas businesses usually don’t want to be sloppy. This applies to HIPAA entities, as well as government contractors, legal entities, and financial institutions and financial management firms.
Sometimes, IT service providers don’t proactively talk through these issues with clients for whatever reason, and this is a shame. If you are currently using a consumer-grade solution for your backup, my recommendation is that you reach out to your IT provider directly and ask them what their plan is for rebuilding your network in the event of a disaster. You need to know timeline and estimated cost. Make sure you talk through typical data loss issues like an erased file as well as major disasters such as a hurricane and everything in between. Also, be sure to talk to them about security issues, like data encryption, as well as compliance requirements like HIPAA. If any area seems lacking, then it’s probably time to upgrade to a more comprehensive solution.
HEATHER REMER is co-owner and CEO of ComputerCare LLC, an IT services company providing a full spectrum of IT solutions and services to small and medium businesses.