Information is critical to the success of any kind of business. With the indispensable nature of these company data, managers and owners should also know the importance of backing up these essential files. Fortunately, most options for backup storage today are inexpensive, and a prime example of these is off-site backups. Off-site data backups are one of the reliable ways to ensure that information is safe and easily recovered in case of a system error.
So what are the ways a business can store backup data off-site? In general, off-site data storage refers to transferring and securing important data and files in a remote location other than the primary server. Offsite storage is usually done via cloud servers, online backup services, or physical storage such as tape backups. With tape storage, a business has the option to transport this to another location for safekeeping.
5 Ways You Can Back Up Company Files and Information Inexpensively
A business can’t rely solely on having one main storage for all their essential information and data. When a breach or corporate information theft occurs, they may lose all their documents, assets, and credentials in one go. So today, all business owners are reminded to make copies of their critical files to avoid putting their company’s lifeblood at risk.
Offsite data storage has become one of the popular methods for keeping a business’s systems and processes. As implied by its name, the company backs up all its physical or digital data in a different device or server and relocates it to another site. With this, the information is safe from any unforeseen event that may lead to data loss or disrupt the business operation.
Here are some of the cheap ways that offsite data backup can be done:
- 3-2-1 Method
One of the most easy-to-remember strategies for offsite data storage is the 3-2-1 method. It’s a fail-safe solution that ensures your business information is safe regardless of the incident. With this approach, the first rule that you have to remember is to always create at least three copies of your data and files. So when one copy goes missing, you don’t have to go into crisis mode because there are remaining backups that you can recover.
When preparing the backups, be sure to save them in two different file formats or locations. It’s no use if the copies that you created will be placed in the same drive or server. Avoid putting all your resources in the same cloud and instead, make copies in another external drive or network.
Lastly, you should have at least one backup copy that’s located away from the business office or headquarters. If you have physical copies of your data, it’s best to transfer them to another location or city so that when a disaster or break-ins happen, you won’t lose all of them at once.
- Tape Storage
Offsite tape storage is one of the common forms of offsite data backups. With this storage approach, data is copied and rewritten from the primary source to a magnetic tape cartridge. This is one of the methods used by corporations for offline storage of extensive amounts of data. In addition, tape storage is efficient for long-term archiving purposes. Tapes are also not constantly connected to the network system so there’s little to no risk that attackers can infiltrate and steal the data.
- Disks and Drives
Hard drives and disks are one of the popular storage devices used by many individuals and corporations today. They’re highly portable, affordable, and available in different storage capacities ranging from 64GB, 1TB, 4TB, and up to 12TB.
If you’re planning to use these drives for data storage, be sure to keep your backup in a remote location such as in another branch office or a safety deposit box. Keeping your drive in the same headquarter would defeat the purpose of offsite storage and won’t provide additional protection.
- Network-Attached Storage (NAS)
Network-attached storage, or NAS, is a backup storage device that’s typically connected to a network. It allows users to save and retrieve data from just one location. NAS systems come with a remote backup option where you can transfer and keep data in a local or remote server. For small businesses, a NAS system offers a simple and centralized approach to storing data in one accessible place. It also helps streamline processes for better business operations.
- Cloud Servers
Cloud storage often refers to online backup services where the business’s data, information, and systems are stored on a remote server. With this approach, the company can upload its documents over the network and send the data to the cloud provider.
Many cloud storage solution providers today like Amazon, Google, OneDrive, and iCloud are cheap and they provide options where employees can easily sync their devices to access and recover the backed up files online. Likewise, cloud servers are very flexible in terms of storage capacity, and businesses can simply increase their storage size so they can back up more data.
On-Site vs. Off-Site Storage: Which Is the Better Storage Backup Option?
Onsite storage is another backup option where companies put copies of their data and information on local storage devices. This method is also known as local backup. Businesses can also use disks, hard drives, CDs, DVDs, tapes, and virtual folders for storage. But the main point of distinction between onsite and offsite backup is their location.
With offsite backup, the copies that you created are transferred to another physical location or remote server. Onsite backup simply stores your data copies in the same place of work. Onsite backups may be more convenient for quick retrieval of information, but there are higher possibilities that information can easily get compromised in case of an attack or breach in the workplace.
Offsite data storage is a reliable backup solution that reduces the risk of having information destroyed all at once. Its benefits also include:
- Cost-effectiveness — Using a cloud server is relatively cheap and removes the need for purchasing physical hardware and large storage drives.
- Easy accessibility — Employees can simply link their devices to the office’s network and they can gain access to their files and resources whenever they want.
- Better security — Businesses can have peace of mind when they leave their data stored safely offsite, especially with cloud servers that have advanced security settings and encryption tools.
- Safety and recoverability — When an unfortunate event happens in the headquarters, the offsite data remains secure and uncompromised.
Tips to Keep Your Off-Site Data Protected
A business should have more than a cloud subscription or device for offsite data storage. Having a good backup process and strategy is also important to ensure that the documents, assets, and information all remain protected. Here are some tips for a smart backup process:
- Do regular backups: Backups aren’t a simple one-time activity. You have to recognize that there’s always new information that’s being gained and it’s important to regularly update and put fresh data in the storage device.
- Test your backups: A backup storage must be easily accessible and recovered. To make sure that it’s working smoothly, the team should consistently assess their backup’s recovery speed and process.
- Create a proper storage and documenting system: If you’re keeping physical offsite backups such as tapes and drives, be sure to label them properly to avoid confusion and misplacing them.
- Encrypt your backed up data: Encrypting your backups is a smart move to secure private information and confidential data from any illegal attacks and unauthorized access.
Better Security Management and IT Solutions With Abacus
Data and information are the heart of every business today. It’s important to take proactive steps to assure the safety of their employees and consumers. Keeping offsite data backups is a proven efficient preventive measure for data stealing, breaches, and malware problems.
A leading provider of security, maintenance, and improvement of IT systems, Abacus can help safeguard your business systems with a comprehensive data backup solution and recovery plan. For years, we’ve provided quality support services and secure IT systems to different institutions and organizations. Contact us now for more information on how we can safely store your data.
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