Data Backups & Recovery; What to Look For

Local, On-site, Off-site, Cloud-based, Business Continuity....

These are all terms for various types of data backups. And if you search online for data backups, the list becomes long and arduous. So how do you determine what is best for your business?

Local & On-site Data Backups

This is exactly what it sounds like.  Your data is being backed up at your location, possibly on your server as a Windows backup, on a magnetic tape, or on an external drive.  This is typically a more affordable method, internet is not required, and will give you immediate access to your data from your location. However, it does have its downfalls.  On the chance that disaster occurs at your location, your data could be inaccessible from a remote location or even worse, destroyed.

Off-site, Cloud-based Data Backups

This method of backup does require internet as your data is stored away from your location.  This can be seen as both a fault and an advantage.  Unlike local backups, if disaster was to occur at your location, you can rest assured that your data will be safe from fires and floods.  You also have the ability to gain access to your data from remote locations.  For some customers, this ability alone is a deciding factor. The disadvantage of course is cost.  Typically off-site backups are more expensive than on-site and are usually subscription based.

So What is Business Continuity?

Business Continuity is the relative "new kid on the block".  The focus here is not on recovering data after a disaster, but continuing to access it during a disaster.  This method can be virtualized quickly both on and off-site, allowing your business to keep functioning and saving you costs by eliminating the normal down-time.

Again, the disadvantage might be seen as higher costs, but if you weigh it against the advantages, it may be worth considering for your business.

What Method is Best?

That really depends on your business.  Disasters are something we do not like to think about.  For us at CMS, it is always on our mind, especially with hurricane season less than a month away and the recent flooding in Texas.  It reminds us that things can go wrong, and it's not always a natural disaster.  Ransomware has grown exponentially in the past few years, and with your network files encrypted, a secure backup may be the only thing to protect your business and your investment.


Find someone you trust, give us a call at CMS.  We will help you look at your data and determine your needs.  From there, we can assist you in finding the method to work best within your budget and still accomplish your goals.  If you would like a little more information on Business Continuity, you can visit our website to read more.

**For all our readers along the coast, June 1 begins Hurricane Season.  Visit http://www.texasprepares.org/ to get ready.

Cloud Applications VS Installed Software

In the past when a person needed new software such as Microsoft Office, they would simply travel to their nearest retailer and purchase a brightly-colored box with a CD and a license key inside. The next transition from this became visiting a website, purchasing online, and downloading a file directly from the website.

And now it seems that we have hit the next phase. Applications now are going a step further by not requiring a download or installation at all, but by logging into the application via the internet. Welcome to the Cloud!

So what are "Cloud-based Applications" & How Does it Work?

We often see the term SaaS. SaaS is a term for Software as a Service; meaning that instead of buying software in disk form, you are paying for a service that is provided to you. You are no longer getting a CD and installing it on your computer, but accessing it by visiting a website and logging in.

So are Cloud-based Applications Really Better than Installed Versions?

There are certainly advantages to moving to the cloud. Small businesses should really look at their goals and potential growth and evaluate their current network situation. Contacting a local IT company to help with this evaluation would also be beneficial.

Some of the benefits of cloud-based applications include:

• Less maintenance required
• Reduction of start-up costs
• Regular updates and patches, performed by the vendor
• Reliable backups controlled by the vendor
• Ability to access your data from multiple locations and devices
• Flexibility; typically a per user fee.  Only pay for the users you have accessing it.

Questions to Consider:

As with any network changes, there are questions you should consider before making a switch in platforms. Again, it is always wise to involve your IT department or company to help with an evaluation beforehand.

System requirements; even cloud-based applications may have onsite needs. If so, what are they?

Network compliancy; is your environment compliant with current, up-to-date devices? This can be your PCs, the browsers that you use, and most importantly, your internet connection.

HIPAA compliancy; Do you require HIPAA compliancy and does the cloud provider you’re considering offer it?


For the most part, changing from an installed version to a cloud-based version should be a relatively smooth transition, especially if it is still with the same solutions provider or vendor. And as we are now seeing, it is becoming the current trend with most providers to move in this direction, forcing our hand so to speak.

The biggest point to make here is that if we don’t stay current with our technology, we only open ourselves to potential security threats or “old tech” that just keeps breaking. Staying current with your IT will help eliminate your downtime.