There are an extensive list of options when it comes to desktop/laptop backups and/or long term file storage. First, before we talk about the pros, cons, and differences, let’s consider a few things:
- You need to understand your industry requirements. If you are talking about patient medical data, military/government data, or company proprietary information, etc…. The first consideration is what rules are you required to follow. As an example, HIPAA requirements prohibit using a distributed server, so many of the default cloud tools would not be allowed.
- What are your needs? Just about everyone should have a backup but what type and how often? The most common type of backup is incremental and happens automatically in the background. This is a very effective method for capturing data but does NOT capture application or program settings in most cases. Another form of backup is a disk image. This captures EVERYTHING, but it cannot be done automatically, and you cannot be making changes/using the disk as it is being imaged. Great solution for loaded multiple devices with exactly the same image on exactly the same hardware, so everyone has the same tools, but not useful for real time backups.
- Media — When you are talking about file storage, what material or device you storage the data will be directly related to how long it will be viable for retrieval. You need to know how long you want to keep the data so you can pick a media/device that will exceed your requirements. You also need to understand the requirements of that media/device. For example, I know many users who stored their old tax returns on CDs. This seems like a very good idea. CDs are durable, can hold a lot of data, and relatively inexpensive. The problem is most people used labels with an adhesive that corrupted the storage data over time….or used something like a Sharpie as a labeling method. Unfortunately, just like the label adhesive, ink that is not specifically formulated for CDs will slowly over time destroy the stored data.
- Have your backup plan/file storage design reviewed by an IT professional. There are too many nuances that can completely invalidate what you are trying to achieve with your backup or file storage system. Most IT professionals are exposed to many unique client situations and can help you prevent making the same mistakes that quite often results in SOS calls. Due to our IT industry exposure/networking, we know the latest technology options, changes in various industry regulations, and “horror” stories of data failures.
- Unique geographic risk factors. For example, in California, we deal with wildfires. I personally have had multiple clients think that backing up to a local external drive at their business location was a good backup option. Only to realize they lost everything when a fire evacuation was ordered, and they had no ability to safeguard the original computer/laptop or backup device before it was destroyed by fire. A simple 3rd party cloud backup solution would have prevented loosing everything when they were unable to return to their home/business to remove the equipment from danger.
File storage and backup options seem very straight forward and simple, but these decisions when not implemented carefully can have catastrophic consequences.