If you’re one of our many clients using Office 365, we’ve likely put you on OneDrive, which essentially backs up some or most of your files. You also likely have another backup option or two that includes data storage in the cloud. But do you know what gets backed up to each cloud? Or how long it’s kept on a server? Or what happens in a catastrophic failure? Here’s what to be aware of.
For this article, we’ll focus on Office 365, Dropbox and Google Business Services. And while we believe the cloud is safe for data storage, the question is: How safe is it? There’s a lot we don’t know.
For example, what happens if something goes drastically wrong, such as an employee of the service going rogue, a hacker getting into the server, or a catastrophic system failure?
What happens if you lose your mind and delete a whole bunch of files – and then realize two months later that you need them?
In broad, general terms, the terms and conditions you agree to absolve them from any responsibility for any error that could possibly connected to you or your actions. None of the cloud providers covers your disasters; they only cover theirs. If there is a complete “nuclear meltdown” on the part of your service provider, they’re only required to restore data to the last point where they backed it up. If you back up your system on Wednesdays and the meltdown happens on Tuesday, you’re out six days of data.
One other problem that many small businesses and individuals face is knowing where all of their data is. They may have stored data in some account and haven’t accessed it for years. They may not even remember having the account. In many of the terms and conditions you agree to, a data storage company may have limits on how long they keep data, but let’s assume it’s unlimited. In cases where you forgot all of your access info – or maybe now use a different email address as your user name, it can be tedious, if not impossible, to verify you own the data and retrieve it.
To cover a reasonable number of contingencies, you should answer the following questions:
- Do you know where all your data is and how to access it?
- How much data do I need to keep? The amount of data we keep tends to expand as we acquire more storage capacity, and today’s technology makes that capacity virtually unlimited. Only you know what’s important, but your storage decision doesn’t need to be an all-or-nothing proposition. You can prioritize your data and put it in different places.
- How are you backing up your data? You can do it automatically to a cloud and/or a portable hard drive connected to your computer or server. You can also do it manually. And, you can use any timeframe from real time to once a week – or even less often, though we’d always recommend real time as the first choice.
- To what extent do you backup your data? You may be backing up only data files, or you may be backing up application software – or both. If you have employees who work remotely, you may have a system in place that backs up their work files or any changes that they may make while using certain applications.
Once you answer those questions, we can help you design a backup and storage program that meets your needs. However, it’s far from simple, especially for small businesses. We constantly go back and forth with vendors and clients about where to back up data and whether it should be more than one cloud. We tend to put our stuff in the cloud because it’s safer, but no cloud can cover human failure (it’s in the terms and conditions).
Security is the biggest human failure. If you or one of your employees with access to data opens a security breach, there’s no cloud service provider who’ll take responsibility for that. That human error is compounded if you go two or three months or longer before you find that data is missing or compromised – and that’s almost always the case.
Our advice is to forget about terms and conditions from your provider and set a few of your own:
- Look at the data you store and determine how much you really need to keep.
- If you find data stored in places or accounts you no longer use, transfer everything to a place you use and close out old accounts.
- Decide where to store your data. Ideally, if you want to cover all of your bases, you should use more than one cloud and have a physical device in your office or home, such as a server or portable hard drive.
- Develop and institute an automated backup program.
- Decide who has access to your data – and then institute a process to keep it safe and make sure everyone who uses the process is trained.
We can help you follow through on all the terms and conditions you set for yourself, your employees and your data. Our process includes helping you make sound decisions on what to store and where, closing up all your loose ends, designing and implementing a storage program, training employees and monitoring your storage program. Call us – 973-433-6676 – or email us to discuss your needs and set up an appointment to move forward.
Terms & Conditions and Apps
Many of the companies we do business with online, especially those for purchasing merchandise, like us to use their apps for phones and other devices. We accept their terms and conditions to get it done – and we never bother to find out what data those apps share and with whom. You can sidestep the issue by going to a company’s website for the transaction. And while you’re at it, you might want to delete those unused apps that may be tracking you and feeding info to…whomever. I recently cut my apps from something like 150 to 47 – and I still only use about half of them. I was prompted to do it initially because for years, I suspected an app was screwing up my phone. So now, my phone works better, and even though my data may be shared with unknown parties, there are fewer of them watching me.