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Today’s software and hardware systems excel at making work more efficient than ever while housing large volumes of valuable user data for improved growth, but how do large companies back up their data? This is an important question considering the amount of data used on a daily basis. Maintaining an up-to-date copy helps large enterprises maintain access to any type of file to stay on course and remain fully committed to growth. And safely maintaining user data helps them better understand their audience, recognize trends, and offer services that better fit their customers’ needs. Keeping systems safe and secure is more important than ever to a company’s value and growth.

Larger institutions take the necessary time to ensure files are safe and protected, but how do they store their volume of data? And how should do you maintain a copy of your data? Thankfully the same solutions work for any business. What works for them will work for you.

Maximize the Volume of Data with Cloud-based Storage

The best option for businesses of any size is cloud storage. Cloud systems are accessed online and can log an immense amount of data in a way that is safer, limitless, and more cost-effective than non-cloud sources. Other storage solutions can copy ample amounts of information but have drawbacks worth recognizing. They often work better as alternate sources to use in tandem with cloud systems. More about those sources in a minute.

Onsite and Offsite Cloud Services

Cloud sources can be located onsite or offsite. Of the two systems, offsite is the easiest and safest choice. This remote type of backup uses servers in a secure location away from your company in case of a disaster and provides more powerful server access without taking up your office space.

There two types of offsite cloud storage:

Primary cloud storage: This type of backup is faster than onsite storage systems and allows you to download data and access it manually on a drive whenever you need it.  

Secondary cloud storage: This type of data storage is used for archived data (less recent data or data you don’t regularly use.) Due to the amount of data being archived, it takes longer to access this information when a disaster strikes (about one or two weeks), but it is safer than onsite sources during a disaster while providing endless storage capability.

Benefits of Cloud Storage

Safer Storage

Both onsite and offsite cloud systems provide a reliable copy of your data and are less fragile than manual hardware sources such as internal drives, disks, and tapes. When these other types of systems become damaged, there isn’t much you but hope to salvage as much data as you can. A professional can help with this. But offsite cloud-based systems make their living on ensuring safe access and storage, so they have advanced protections in place that go beyond what you would have at your business. Their reputation depends on maintaining a reliable copy of your data. And with remote access, you can regain all needed files without the expense of having to replace damaged systems.

Endless Storage: One of the best benefits of cloud storage is the amount of data it can hold. These systems often charge by the volume of information saved, so there is essentially no limit. You only pay for the volume of data you use. Large enterprises can gain full access to any amount of storage when they need it without the cost of purchasing and setting up new servers.

Lower Cost Storage with Multiple Benefits: Without purchasing and maintaining hardware and only paying for only the storage that is used, you can save substantially. And the surprising truth about cloud sources is holding large amounts of data at one facility is economical, substantially reduces the number of servers needed and the amount of energy expended, benefiting your pocketbook and the environment.

Backup + Business Continuity

If you are looking for maximum protection, you can combine cloud services with twin servers. These servers are stored onsite as well as offsite at the cloud facility. Though this results in a higher upfront cost, these systems can be used when one of the systems becomes damaged, whether it be the system at your business or at the cloud facility. One server takes on the duty of the damaged server, supplying access to the entire amount of data until the other service is restored. Here at the Haber Group, we often recommend this option to ensure the greatest protection and consistent access to data.   

Other Non-Cloud Options to Copy your Files:

There are a number of cloudless options on the market that save a large volume of data. All are physical and portable, but this means they can become damaged or lost. These systems work best as backups to cloud systems or as storage options if you don’t want your data stored on a cloud. For best results, it is best to combine both, like with our Backup + Business Continuity System. 

Local Area Network (LAN):

LANs lets you to electronically copy computer files onto a server onsite via an internal network, keeping sensitive information off the cloud while allowing multiple computers automatically backup onto one server.

Tapes. This may sound antiquated, but tapes are actually a very good method of storing large volumes of data. One tape can copy as much as 185TB of information. Tapes take more time than other sources to reload data onto your servers, and because they are physical devices, they can be stolen and easily damaged unless stored safely. It’s important to keep them in a fireproof safe between backups of all files.

Disk Storage: An example of disk storage is a hard drive. You can copy a large volume of data faster than tapes, and this option is becoming cheaper each year. Like tapes and other physical sources, they can be stored safely offsite, but they still have the same risk of being damaged or stolen. And disk drives are also one of the most fragile parts of a PC, increasing the threat of file loss. Being prepared with an experienced IT company behind the scenes that can fix broken hard drives and retrieve critical data is a smart idea.

External Hard Drives:

These types of systems are another lower-cost option than tapes while still storing large volumes of data; in fact, they often come with backup software specifically for this purpose. Without the need for disks or disk drives, you simply plug them in and begin downloading.

External hard drives are powerful and are easy to use, transport, and store, but as with any portable item, they can be damaged or lost. Having all your data in the wrong hands can be a risk you may not want to take. For this reason, keeping them onsite is best.

USB Drives: These compact “memory sticks” provide a more compact way to back up local data. Since they are the smallest solution, there is a greater risk of misplacing the data, increasing the risk of access. But if you keep them stored safely, such as in a safe, this type of storage is compact, powerful, reliable, and an excellent low-cost option.

These types of non-cloud systems provide a reliable way to create a copy of your data, but they work best in tandem with cloud-based sources. And with today’s heavy reliance on cloud systems and their ability to combat online viruses and provide limitless storage, cloud sources are the safest solution to use. Having one as your main system is the best solution. That said, the more backups you have, the better.  

Backup Frequency

How many backups do you need to do? Large enterprises make it a habit to do regular backups of all files to ensure recent data is safe. If there is anything that would disrupt business if lost, it should be backed up. This includes all important files from recent projects to accounting files and all user data. 

Whether done as a manual backup or done automatically through your system on a set schedule, the more often you make a copy of your data, the better. Larger companies are known to do it nightly or weekly – most often nightly. And it is easy to do. You can have it done automatically at a designated time every night, such as midnight, when all employees are out of the office.