Automated offsite backup services are all the rage. Spare Backup, Dr. Backup, Remote Data Backups, and Mozy Online Backup are among some of the best-known contenders(Sony VAIO VGN-FZ15G Battery).
Unlike online storage services, such as those offered by ADrive, Xdrive, and Amazon with its Simple Storage Service (S3), offsite backup providers offer not only gigabytes of offsite file storage but also automated backup software designed to automatically back up the data you specify(Sony VAIO VGN-FZ15T Battery). That’s a critical difference that should be noted: Online storage services don’t provide automated backup functionality. Sure, online storage services are cheaper. But they’re useless in protecting your data if you forget to manually back up files every day as they change or as new files are created(SONY VGP-BPS13/B Battery).
Unfortunately, not all offsite backup services are created equal. Some of the services work better than others, and pricing varies, as does the quality of the automated backup software. Here are some things to keep in mind as you evaluate offsite backup providers(Dell INSPIRON 1764 battery).
1: Reliable software
Backup firms, like any other service provider, will promise the world. But actually delivering on all the promises (simple backup configuration, HIPAA-compliant security, easy recovery, seamless integration in Windows, etc.) is another matter altogether(Dell INSPIRON 1564 battery).
I’ve sampled and deployed automated backup services from a number of providers. Some that propose to provide easy 1-2-3 backup operations fail to run, prove incompatible on server platforms, or generate cryptic errors(Dell INSPIRON 1464 battery).
Backups are too important to trust to chance. Make sure that the backup software you deploy works well on the OS platforms you require. Many automated offsite backup services run best on Windows XP, while others perform well on Windows Vista and Windows server OSes. The only way to really know is to test a service’s application before rolling it out on production systems. That’s why item #8 (free trials) is so important, but more on that in a moment(Dell INSPIRON 1520 battery).
2: Storage plans that meet your needs
Some offsite backup services bill by the gigabyte. That’s fine. There’s no trouble there, other than the fact that the fee structure makes budgeting backup costs more difficult(Dell INSPIRON 1420 battery).
Other service providers, though, sell accounts with specific storage limits (100MB, 4GB, 10GB, etc.) and flat fees. Those plans work well and simplify budgeting, at least until organizations unexpectedly exceed their storage limits(Dell INSPIRON E1505 battery).
Look for service providers with storage limits or pricing plans that meet your organization’s needs while also proving flexible. Remote Data Backups, for example, makes it easy (just a few clicks) to upgrade from a 4GB account to a 10GB plan (or from a 10GB to a 30GB account). Clients need only pay the difference between the two storage plans (not start from scratch) (Dell INSPIRON 1525 battery).
3: Stellar reporting tools
A leading benefit of automated backup services is peace of mind. Knowing critical data is automatically being backed up offsite is more than just a relief. With critical data safely secured, you can move on to addressing other tasks(ASUS EEE PC900 battery).
IT professionals, though, are typically (and rightfully so) a skeptical crowd. So they want, or require, more than just a promise that critical data is being backed up; they need confirmation(ASUS EEE PC battery).
4: An approachable backup application
The backup application itself must be easy to use and as close to foolproof as possible. Many leverage Windows Explorer-like interfaces (Figure B), where you just need to check boxes for those files and folders that require backing up(SONY VGP-BPS13B/B Battery).
Take advantage of a trial period. Work first hand with the software. Confirm the service’s backup application and interface are sufficiently simple to avoid confusion but flexible enough to meet the organization’s needs(SONY VGP-BPS13 Battery).
In most cases, backup software isn’t Microsoft Exchange aware (or can’t properly back up active databases). In such circumstances, confirm that you can automate an Exchange or database backup (using Windows’ built-in or another locally installed backup program) and have the alternative backup program park copies of the backups it creates in folders the backup provider’s software can accommodate. Better yet(HP PAVILION DV6000 battery), seek backup applications that can manage active database and e-mail systems’ data (but be prepared to pay handsomely for the privilege — I’ve yet to find one that justifies the cost) (SONY VAIO VGN-FZ31B Battery).
5: Simple recovery
When hard disks fail, users accidentally delete files, or other systems errors occur, IT professionals need to be able to recover files quickly. Conduct tests of backup providers’ recovery functions to confirm that file recovery is simple, fast, and secure(SONY VAIO VGN-FZ31M Battery).
In other words, make sure it’s easy for you to recover data that’s been backed up offsite but that unauthorized parties won’t be able to do the same(SONY VAIO VGN-FZ31J Battery).
6: Secure file transfer
Security has always been an issue with backups. Whether strategies involved giving one set of IT pros backup rights and another set restoration privileges, organizations have always struggled for a reasonable balance between security and operational efficiency when addressing backup issues(SONY VAIO VGN-FZ31E Battery).
Security remains a concern when selecting an automated offsite backup provider. Insist on deploying a service that meets HIPAA and SOX/Accounting security requirements. Most backup providers support at least 128-bit AES encryption and SSL security. Don’t work with a provider offering anything less(Sony Vaio VGN-FZ31S battery).
Further, when creating automated offsite backup accounts, protect the account information (and recovery hashes or passwords) carefully. Distribute such keys sparingly and change them whenever technology employees leave the organization(SONY VAIO VGN-FZ31z Battery).
7: 24/7 support
Disk failures and other data loss episodes don’t always occur during office hours, and they almost always require repair and recovery operations after hours (to minimize disruption to other users). Thus, you should confirm that your backup service provider’s technicians will be available when you need them most. Many backup providers boast 24/7 support. Before signing any contracts or purchasing service, make sure you’ll be able to reach its support personnel during odd hours should troubleshooting assistance ever be required(SONY VAIO VGN-FZ38M Battery).
8: Free trials
The best way to determine whether an offsite backup provider works well for your organization is to sample its wares. Not only should you test the backup software application, support procedures, and reporting tools, but you should conduct a test recovery as well(SONY VAIO VGN-FZ210CE Battery).
Only by walking through the process (creating an account, installing the backup client application, running backup operations, contacting technical support, reviewing report files, and performing a data restore) can you accurately determine whether a backup service provider offers an approachable backup program, quality support, and reliable reporting and recovery processes(SONY VAIO VGN-FZ21 Battery). Also, potential incompatibilities (between data files, databases, Windows, and the actual backup software itself) are too numerous to ever reasonably forecast, so the process of testing online backup tools on systems with similar configurations to those running in production environments will help eliminate any surprises and potential downtime when the time for real-world deployment arrives(SONY VAIO VGN-FZ21m Battery).
9: Version tracking
Several backup providers support the ability to maintain multiple file versions. The ability to go back and reference several versions of a particular file can prove quite valuable(SONY VAIO VGN-FZ18m Battery).
When simple backup operations run, files from the previous backup (such as those backed up the night before) are written over. Most organizations back up data daily (at night). With such backup schedules, little time exists to discover errors (such as an accountant realizing he or she entered incorrect data in a budget file) (SONY VAIO VGN-FZ11m Battery). If such errors aren’t caught within a day, of course, the budget file with the correct data will be written over by the file containing errors that night. With versioning file systems, several versions (or historical copies) of the same file can be maintained to recover from just such mistakes(SONY VAIO VGN-FZ11z Battery).
Look for this feature. It can bail out harried users who mistakenly corrupt good data.
10: E-mail alerts
Numerous distractions demand IT professionals’ attention. Whether failed routers, nonfunctioning remote connections, new user accounts, or other common break/fix issues arrest your workday, backup operations must still be monitored. Unfortunately, in the heat of putting out fires and attending other crises, it’s easy to overlook backup issues until it’s too late(SONY VAIO VGN-FZ11l Battery).
Some offsite backup providers support sending alerts, bringing your attention to problems via e-mail. Without this feature, you might remain unaware that backups are failing or larger issues exist. By insisting on selecting a backup provider that supports forwarding e-mail alerts when backups fail or encounter errors, organizations can ensure their IT staff stays on top of backup operations and receive SOS messages when troubles do arise(SONY VAIO VGN-FZ150E Battery).
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