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Remote Backup Service Providers - What's the Difference?
Remote or online backup services (RBS) offer a process to transfer electronic files to an alternate location for storage so they are available to you should you experience a business halting event resulting in data loss. But beware…not all remote backup services are the same. They may all seem like it from an initial perspective but when you get right down to it you will find significant differences.
Encryption
You need encryption if you are going to store protected or critical information on somebody else’s server. If they are not encrypted you could be exposed to PIPEDA violations, which can result in lawsuits, fines, bad press, loss of customers, and loss of business.
Some RBS providers state that files are encrypted when in fact your files are only encrypted during transfer from you to them. Be wary of providers that don’t tell you what they use as they may be using their own proprietary format. At minimum, have them sign a confidentiality statement to limit your liability.
Location
Where is your data being stored – in a secure data centre or in someone’s basement? Be careful when dealing with a foreign company that advertises a physical Canadian presence. There’s a rumor of proposed legislation that will limit Canadian data to Canadian storage facilities. The last thing you need to do is switch providers when you’ve already invested time and money in backing up significant amounts of data to a foreign provider.
Choose a local RBS provider that can manually retrieve your data, deliver it to you, and manage the data restoration process while your focus is elsewhere. Every second of not being operational can be detrimental to your business.
Managed Services
If you’re technically inclined you may have the capability to properly setup your RBS backup processes so a service that presents a downloadable piece of software and a help file may be all you need. Involve your trusted IT Specialist and key personnel to make sure you’ve got everything covered.
There are RBS providers who include risk assessment and needs analysis used to identify all requirements and typically setup the service to ensure things are running smoothly.
Automated Back Up: Some RBS providers monitor scheduled backups for you to ensure their success. You may receive daily email notices to keep you informed. These types of providers will intervene immediately if something goes wrong to make sure you are protected.
Non-automated Back Up: As with most business services, the less involvement you have the costlier the service. Did it work? Are the files there? It’s all up to you to find out. There are many variations available and some offer trials so you can test them before you hang up your hat.
Support
Few consider support services until they are needed, which can lead to frustrating experiences, especially when your business is at risk. Be concerned about providers that only provide email support with no listed means to call them directly. If they do list numbers then try them to see if you can actually get to their support. Consider time zone differences if support isn’t provided 24/7.
Protect yourself and ensure you have partnered with an organization that will be there when you need them. Make sure you select a service that fits your business. I hope you will never need to fall back on your investment but if that’s the case, you will be happy you took the time to investigate.
The last thing you need when dealing with a business halting event is to learn that what you thought was taken care of doesn’t meet the needs of your recovery plan.
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