All of us have heard about “the cloud” but do most of us really understand what it is and how we currently use it or should be using it. Here is a more in-depth breakdown of what the cloud is from Microsoft. In summary the cloud is an online storage location that may be public or private that is used to store and access data.
The most common forms of cloud storage used by small businesses and end users is computing backups. Microsoft calls their back “OneDrive”. Apple calls their cloud “iCloud” but they have a separate application called Time Capsule for backup up of Apple computers to an external drive (i.e. not in the cloud). Other backup cloud options that are very popular are Google Drive, Barracuda, Carbinite, IDrive, etc… Here is an article from PC Magazine that reviews some of the common 3rd party options. Most of us us OneDrive just because it is part of our Window OS or Time Capsule on Apple machines. Android and iPhone have backup options as well to Google Drive or iCloud space. All of these backups can be setup to automatically backup when online access is available and as changes/data is created or added to your computing device. Some of them even will save your settings.
Keep in mind that if you are supporting or working for an industry with data requirements your cloud storage needs to meet these requirements. As an example devices with patient data need to be HIPPA compliant as does the cloud storage that is backing up that device. This will increase the cost since the servers involved must meet various security requirements.
There are multiple options but some factors that need to be considered:
- Location risks. In California we have wildfires and earthquake risks. Because of this you need to seriously consider making sure your backups are NOT located at the same physical location as your device. For example, if you are away from your home and an emergency evacuation order is ordered, you will NOT have the ability to go back and get your backup or your device.
- Ransomware attacks. Depending on how your automatic backups are connected to your device you may have no access to your backup if a bad actor gets access to your network and “encrypts” all connected drives. Most users do not use it for various reasons, but almost all operating systems now have a security feature call end point encryption. End point encryption is great for securing data and in some industries or companies it is required but when it is in use, some hard drive repair options are not available. A common tactic by bad actors is to hack into a system, engage the end point encryption features with a password only they know….and then hold all data ransom. Depending on how your backup is configured/connected, this may mean your backup is unavailable just when you need it most.
- Cost. Cloud based storage typically is free for small amounts of data that don’t have any industry/company requirements (Ex: HIPPA) that prevent the usage of distributed servers. Enough cloud storage space to perform a complete device backup typically involves a cost. That cost is depended upon service and size. Obviously, the costs will be significantly more if you need a service that doesn’t use a distributed server configuration. Cloud based solutions are highly recommended if you have wide-spread location risks to consider. For example, when dealing with a major earthquake your backup probably needs to be in a different state to not be impacted.
- Ease of usage. Most users need an automatic backup. If it is something they have to manually engage (i.e. start an application, plug in hardware, etc…) experience has shown that frequent backups just don’t happen. Automatic backup software is very standard and easy to use but I always recommend users schedule a “monthly reminder” to check the online storage. I have had multiple end users experience a backup failure that was because of setting changes that they were unaware had deselected the main folders in use with user data. If you don’t realize the backup is not backing up your data until you need it, there is no solution an IT person can do to fix the problem after the fact. Typical spot check activity by a user takes about 1 to 5 minutes every month. 5 minutes a month can prevent major heartburn during a crisis. Most backup systems ONLY backup user created data. Some will backup limited operating system settings (shortcuts on desktop, screen saver configuration, bookmarks in your browser, etc…). Users need to be aware that almost all applications will need to be reinstalled post data restoration. This means for example that presentations y created in MS-PowerPoint would be restored but the application would not be available to open/use that data until the program has been reinstalled.
Common cloud-based storage solutions:
- Windows users have OneDrive available as part of the Windows OS.
- Apple users have Time Capsule as part of the Apple OS.
- Google Drive
- Carbonite
- iDrive
- BackBlaze
- DropBox
- Local area network server – this is a local solution typically configured by the end user or their company IT support.
Some of these solutions allow for access/download of a specific file or folder. Some will keep multiple versions of the data so you can go “back in time”. Depending on your needs this can be really helpful when a file is damaged or deleted and you need to restore to an older version. Most users have more than one type of cloud storage in use at any time. The automatic system is typically a backup application that runs in the background and keeps a current copy of everything or of selected folders encase of hardware damage or loss. The 2nd type of cloud usage is an online folder location that users working on the same or integrated tasks/projects can store files that need to be accessed by more than one person. This ensures that all members of the team are always working from the latest version. Depending on the application used some allow multiple users to access the data simultaneously while others will lock at all users if the file is currently being modified by one user.
I highly recommend that all users sit down and make a list of wants and needs for their data backup system and common shared file usage. Then you will need to have an IT professional review your operational activity to ensure what you think you need achieves the type and level of backup and cloud storage solutions you are suggesting. Once those requirements are locked in, that same professional should be able to give you recommendations on your backup options, common storage solutions, cost involved, and end user training for usage. Give me a call, text, email if this is something you would like to get started.
