Expert interview on the subject of backup services

Learn more about the importance of backup solutions in this interview with Paulo Charrua, our Managed Solutions Team Leader.

What criteria are most important when choosing the right backup service for an SME?

When choosing the right backup service for a small and medium-sized enterprise (SME), several criteria need to be considered. Besides price, various aspects such as reliability, data security, automation, recovery speed, scalability, support, security and encryption, etc. are crucial.
Of course, you also have to be aware that a backup solution as a service does not always offer the same range of functions as a customized solution. Therefore, it is important to know the customer’s needs before considering such a solution. Ultimately, it comes down to knowing the customer’s needs and informing them about the various options so that they can choose the solution that is optimal for them with a clear conscience.

Why are the costs for different data volumes for backups so large?
What are the cost drivers and how can SMEs save money on backups?

Larger data volumes require more storage space and a more powerful infrastructure. This inevitably leads to higher costs for hardware, software as well as maintenance. As the amount of data increases, so does the bandwidth required for data transmission, which in turn adds to the cost of Internet connectivity and increases the demands on network resources. Added to this are costs for redundancy, energy consumption, data security and, last but not least, support and service.

In order to save costs on data backup, it is obvious to first carefully analyze the data and decide which data is relevant and absolutely must be backed up in order to achieve data reduction. However, this question is not always so easy to answer:
For example, is it enough to back up only the data or is it better to back up the entire server so that it can be restored as quickly as possible in the event of a failure?
Do I do incremental or differential backups?
How long should the storage time be?
(Here it should be noted that backups are not archive solutions, but are intended only for emergencies).
Does the provider use deduplication/compression?
These and some other aspects help to optimize the cost of my backups.

Does the use of a particular backup software create a strong dependency?
And how complicated is it to migrate to another solution or vendor?

The dependency on a particular backup software and the complexity of migrating to another solution or vendor depend on several factors. Most vendors use proprietary technologies and formats that usually make migration to another software solution impossible. In my opinion, however, there is no strong dependency on the provider because, for one thing, customers can usually cancel their contracts and backups, as already mentioned, are not archiving solutions, so that when you switch, for example, you still keep the old solution for the duration of the retention period and then start with the new provider with the new solution. Ideally, of course, the new provider would use the same solution, but even then you usually won’t get an import option for the existing backup data, at least not as long as it’s a Software as a Service product.

As an SMB, instead of a full-service backup, you can also rent a low-cost file storage in the cloud and thus install a free solution for creating the backups.
Are there any dangers in doing so and what are the disadvantages?

Yes, it is entirely possible for SMBs to use low-cost cloud storage such as Microsoft OneDrive, Google One, etc., as well as a free backup solution. However, there are some risks and drawbacks associated with this approach. Let’s start with low-cost file storage. Although these are usually quite reliable nowadays, a backup is essential. Because regardless of the provider, failures can always occur, even with large providers. There are numerous examples of this from the past.

However, I don’t see the problem primarily in choosing a low-cost provider for a file repository, but rather in backing up the data for free. There are always reasons why a solution is free and most of the time these are associated with various types of limitations, such as in a greatly reduced functionality of the software solution, in the sophistication of the software, in the reliability and then often in a lack of support or customer service.

Are there any special security precautions that need to be observed when backing up sensitive data? – Which ones?

Protecting sensitive data is critical in our digital world. Security precautions are therefore essential when backing up such data. First, encryption of backup data should be performed both at rest and during transfer. Subsequently, access to the data should be carefully considered and kept to an absolute minimum. Backup data should always be stored in separate environments (production and backup). Regular testing should be performed. Geo-redundant storage of backup data at multiple locations can further help mitigate risk. Implementing these security measures, while not exhaustive, will help companies effectively protect their sensitive data.

Apart from the obvious difference in speed, are there any significant differences between using SSDs or HDDs with the backup provider? – Which ones?

Apart from the speed of the hard drives, both SSDs and HDDs can achieve high write and read speeds. Both technologies have their advantages and disadvantages, but ultimately they can provide reliable backup solutions in different scenarios. It is important for the customer that sufficient bandwidth as well as write and read speeds are available to be able to back up the data in a reasonable amount of time. So in addition to hard disk speed, other factors such as bandwidth and write speed are also crucial for efficient data backup.

We are happy to support you with our offers in the area of data backup. As a reminder, Microsoft does not do backups for Exchange Online and for Microsoft SharePoint with only ten days retention. Thus, as a customer, you have to take care of an adequate backup. That’s why we’ve expanded our redCLOUD backup solution to include specialized M365 plans.

Contact us at any time with your request – we are here for you!

Expert Backup Services
Paulo Charrua
Team Leader Managed Solutions