No medium offers 100% protection for your data, not even the public cloud. Creating backups is necessary in every situation, but is often forgotten.

Data storage has changed significantly over the last decade. It sounds almost archaic today to say that your company data is stored on hard drives or tapes. Companies that want to keep up with the times store data in the cloud. This has given the cloud the (unjustified) reputation of being invincible. Therefore, it never hurts to repeat this message again: Create backups of your data, even if it is in the cloud.

Read the fine print

Where the average cloud provider has its affairs in order, disaster can always occur. Fire or water damage in a data center, cyber attacks or simply a technical malfunction at a provider can lead to irreparable data loss for the customer. Creating your own backups adds an additional layer of security to the cloud.

“This level is all too often forgotten because companies realize too late that it is necessary,” says Michael Cade, Global Field CTO Cloud Native Product Strategy with the backup specialist Veeam. “It’s a common misconception: everything is in the public cloud, so the data is safe. As a result, backups often end up at the bottom of the priority list. The infrastructure to secure your data is provided by the providers, but you are ultimately responsible for your data.”

This is often in the fine print of your cloud contract. Microsoft, for example, states in black and white in the user agreement for its 365 services that “unexpected outages may occur from time to time in all online services” and that the company “will not be liable for any interruptions or losses that you may incur as a result.” . .” If you have lost your data, you should not contact your provider: your data is your responsibility.

It’s a common misconception: Everything is in the cloud, so my data is safe. Ultimately, you are responsible for your data.

Michael Cade, Veeam

What disappeared was not seen

There are certain situations in which files can “disappear” from the cloud. Google Drive users recently experienced files being deleted overnight due to a bug in the cloud service. In these fortunately rare cases, the recovery options in Microsoft 365 and Google Drive are rather limited. If no previously saved versions are available or your storage space is almost full, cloud services do not guarantee that you will be able to recover all missing files.

Of course, the error could also be yours. Of course, when you delete a file from OneDrive or Google Drive, Microsoft and Google don’t keep track of it forever. Google empties your virtual trash every thirty days, Microsoft keeps it for 93 days for business users (as long as your storage limit is not reached). Things are completely different in the Windows Recycle Bin: Here, the ghosts of files you thought you deleted can haunt you for years. So make it a habit to take out the trash bags in Windows every now and then.

Another way to lose files is by switching cloud services or not renewing your subscription on time. Luckily, Microsoft and Google aren’t the worst and won’t permanently delete your data immediately after your subscription ends. You have a total of ninety days to submit all data.

Hot or cold

Cloud services like Microsoft 365 definitely have their advantages for storing data and files. The convenience that the cloud offers is that data is always available as long as you have a good internet connection and access to it can be easily managed. Changes are synced in real time, so everyone the file is shared with has an up-to-date copy. This makes the cloud a preferred location for “warm” data that is being actively used.

However, Cade warns that “cold” data should not be neglected either. “Traditionally, public clouds prioritize availability over recovery to ensure data is always available. Unfortunately, many organizations only consider this when it becomes apparent that it is not possible to recover data that is “not that old.” You must remember that once lost, it is difficult or even impossible to regain.”

Therefore, it is just as important to back up your hot data as your cold data, with the appropriate medium depending on the type of data. Warm backups need to be continually updated to stay current and are therefore usually stored on an online medium. For cold backups, physical media often offers a very cost-effective solution; tape still appears to be a popular medium, although there are also cloud services designed for this purpose.

In 3-2-1 the perfect backups

Cloud storage is a piece of the backup puzzle, but nothing more. Finally, we repeat the golden rule of backup that every IT user should remember: 3-2-1. That means three At least different versions of your data two various carriers, of which A external. Only backups that follow this rule deserve this name. If your backups are well distributed across your company server, the cloud and possibly a hard drive, you are prepared for anything.

To ensure your backups are working, it’s important to test them regularly. Does everyone in your company know where the backups are and can you activate them quickly? If your company data becomes inaccessible during a cyber attack, every second counts. Recent research from Veeam shows that, on average, companies only do this once every seven months. According to the same study, only one in three companies believe they can recover from a data loss within the workweek.

Of course, don’t forget to apply cybersecurity basics to your backups. Cybercriminals know how valuable they are to your business and will not only try to steal the original versions of the data, but also freeze backups to put the victim’s back against the wall.

Cade also confirms this. “Whatever platform you use, data protection must always be a top priority. Budgets can be cut, but you shouldn’t skimp on backups. Cyber ​​attacks are becoming increasingly frequent and extensive. Data is your lifeline, so take responsibility for it.”