The cloud is a common nomenclature that is used in today’s society, but the meaning may still be a little “cloudy” for most people. With all of the acronyms and solutions that make up cloud technology, it’s hard to keep it all straight. Chances are you are using the cloud even though you don’t fully understand what the cloud is.

The cloud technology that you may be familiar with as a consumer is: online photo storage, online music storage, smart phone apps, etc. On the business level, however, solutions get to be more specialized and can get a bit confusing.

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Two of the most commonly confused cloud concepts are cloud storage and cloud computing. Though they fall under a cloud umbrella, there are distinct differences between the two. Let’s clear it up:

Cloud Storage Defined

Cloud storage involves storing data on hardware in a remote physical location, which can be accessed from any device via the Internet. Clients send files to data servers maintained by a cloud provider, instead of storing it on their own hardware.

Cloud Computing Defined

Cloud computing, on the other hand, uses the power of the Internet to outsource tasks to a third party. These are tasks you would normally perform personally on your computer (i.e. backing up to an external drive or complex processing with a network of computers used with businesses) but are more secure in a cloud environment. Thus, cloud storage is a form of cloud computing, but not all cloud computing is cloud storage.

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There are numerous benefits to cloud computing. As cloud computing allows businesses to run programs and applications through the Internet, it saves them storage space, time and money. Billing for the cloud works just like paying for your gas and electric utilities – you are only charged for what you use.  Using the cloud allows you to grab what you need, when you need it and then release it back to the cloud.

 Bottom Line

So…. where does the information go? In both cases, it goes to highly secure data centers that are reliable, scalable, and redundant; and operated by cloud service providers. Once you put your data in the cloud it can be stored in many locations, to ensure geographic diversity so that your information is never lost, even in the event of a disaster.

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We often receive clarifying questions on cloud computing solutions. With all the different products, use cases and terminology used when talking about cloud computing, it’s easy to get confused.  One of the most common questions we get is “what is the difference between cloud storage and cloud backup?” Though these solutions offer similar features, they are designed for fundamentally different purposes, and understanding the differences is crucial for your business.

Cloud Backup Defined

At the basic level, the purpose of cloud backup services, like Otava Protect, is to allow you to easily restore. All of your important business files are backed up offsite, in a secure and reliable environment, ensuring their safety in the event of a disaster or corruption of other file copies. In the event of downtime or loss of files, these backups can be restored and business can continue as usual. For example, if your company were attacked by a ransomware virus, and all of your files were encrypted so that you cannot access them, your files could easily be restored from backups.

Cloud Storage Defined

Cloud storage, unlike cloud backup, is not a solution for all critical files. Cloud storage is intended to host a subset of files, making them available for access from multiple devices or people. A good example of this is Dropbox, Google Drive or other file sharing platforms. You would not rely on these platforms to Keep your mission critical files safe, but they are handy for managing collaborative projects.

Key Differences between Cloud Storage and Cloud Backup

As you can tell, the features of these solutions reflect their very different use cases. Cloud backup is meant to be a secure solution for all of your data, where cloud storage is less secure and meant for only a portion.

The Bottom Line

With the above key differences between cloud backup and cloud storage, these solutions cannot and should not be substituted for one another. Though cloud storage is a great tool, it cannot protect against data loss. Changes made to one file affect all versions, as opposed to backup where files can be restored.

Understanding your business needs can help you to determine the best solution for you. However, as a best practice for your business, make sure that you follow basic backup guidelines and the 3-2-1 rule (3 copies of your data, on 2 different media, with 1 copy hosted offsite) to protect yourself from catastrophic data loss.

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1. Life After Disaster

Approximately 93% of companies with important business data stored digitally that experience a disaster resulting in data loss go out of business within 2 years of the event. Backup strategies that involve physical storage devices are still at risk of damage or loss from a disaster. Flooding or a structurally damaged building can destroy a media device. Thieves can take them. With offsite cloud backup, all of a company’s most sensitive and important information is safe and instantly accessible. As soon as a company is ready to resume business-as-usual, lost data can be restored.

2. Freedom & Simplicity

Tape-based systems are time-consuming and can seem complex. When a task seems tedious to a business owner, backing up data may become a lower priority than tending to the work that generates income. This temptation to forego backing up business data becomes a thing of the past with a cloud strategy. Business owners enjoy the freedom and simplicity that is part of a reliable, automated solution. Securing the most important information for a company is no longer a burden or disruption.

3. Expense

What kind of expenses do most companies see popping up in budgets for data backup solutions? Usually items like software licensing for servers, the software itself, backup hardware, media devices and ongoing technical maintenance. These expenses can vary from month to month, making it difficult to budget consistently. An unexpected expense may tempt a small, struggling business to put off setting up their data backup system. With a cloud strategy, there is no investment in equipment. No ongoing purchases of media or maintenance is necessary. One predictable monthly expense covers the cost of data protection.

4. Reliability

Can a business owner guarantee that their company data will be backed up daily on a media storage device? Let’s face it, life happens. There are any number of distractions or disruptions that result in a business owner thinking that today, just today, skipping the backup task will be just fine. But what happens if something like a storm occurs during the night and a lightning strike wipes out everything that was intended to be backed up the following morning? A company loses every bit of data for the previous day and it can never be recovered. A cloud server backup strategy provides ongoing protection. Change a file, close a file, open a file and the cloud is automatically capturing those changes. And, should the worst happen overnight, a business is guaranteed that their data is still safe and accessible.

5. Productivity

Time is money in the business world and down-time is, in essence, a loss. A cloud backup system works automatically, which keeps workflow ongoing. Although backing up business data may seem to be a one-time task, the reality is that it should be a constant collection of all the newly created or altered information in real-time as it happens. The cloud can do this. An automated cloud backup strategy immediately replicates information as it is created and stores it offsite on a secure device. Offsite storage is the safest, most secure place for business data should a natural disaster occur. But cloud backup goes even further than just placing data in a safe place. It also organizes the information so that it is easier and quicker to recover it. And recovery can be performed at any time from any place.

If your company has not considered how vulnerable its on-site backup system is, it is time to bolster the protection of the information that is necessary for survival should the unthinkable happen. Don’t wait for a flood, an earthquake or the bad guys to put your system to the test. Then it will be too late. Contact us to partner with professionals who have the expertise to design a cloud backup strategy that is a perfect fit for your business and move forward with confidence.

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Data is the lifeblood of every business. Companies are constantly utilizing data analytics to make decisions about product upgrades, operations improvements, and even crucial business choices. With data playing such a central role in day to day operations, it is no wonder that the protection of that data is a topic at the forefront of many CIOs minds. 

Traditionally, companies have taken a “universal” approach to data protection, applying one fail-safe solution to all of the company’s data. However, with the quantity of data that most companies store growing at alarming rates, legacy data backup and disaster recovery solutions are no longer cutting it for data protection.

Many IT teams take the “if it ain’t broke, don’t fix it” approach to legacy BDR solutions. But the truth of the matter is that these outdated data protection solutions are causing more harm than good. Here are a few issues that arise from a failure to modernize backup and disaster recovery solutions:

Common Issues with Legacy BDR

Delayed Cloud Adoption – With many companies looking to make the shift to the cloud, traditional backup infrastructures present a huge hurdle. Given that legacy backup solutions were not designed with cloud solutions in mind, they are not easy to migrate from and, as a result, companies are not utilizing cloud solutions to their full potential. 

Prolonged Backup Windows –  As data sizes continue to grow, conducting full and incremental backups with legacy BDR solutions becomes unmanageable. When data is the bread and butter of your business, backups should be done quickly and efficiently. However, with traditional BDR models, full backup windows can easily extend beyond SLA requirements.  Additionally, drawn out backup windows can impact application performance, causing more issues with productivity.

Lengthy Recoveries – Backups mean nothing without recoveries. And while we have already touched on the long backup windows, slow recoveries are an even bigger concern with legacy BDR solutions. prolonged data recovery windows can severely impact day to day business operations. Not to mention cause huge losses for businesses, typically in the form of reputation, customers and revenue. It order to avoid these issues, businesses need to find ways to accelerate recovery speeds.

Disaster Recovery Challenges – With data protection a high concern for today’s enterprises, businesses need to think about more than local backup and recovery, they need to think about disaster recovery. Traditional BDR solutions limit a business’s ability to focus on DR due to the complexity  and time it takes to restore data. As a result, businesses will employ less reliable DR plans and will face a greater risk in the event of a disaster.

Multiple RPOs – Legacy DBR solutions are often inconsistent and mandate different recovery point objectives. This inconsistency can lead to issues with the deployment and management of backups and  a lack of well defined direction.

Big Data Protection – The larger the database of data to protect, the more issues that arise with legacy BDR solutions. Given that most data sets are critical to a business’s operations, it is important to keep this data secure. A job that is made more difficult with the lengthy backup windows and slow recoveries of legacy solutions. 

Tape Concerns – For companies that are still deploying tape backups, concerns arise for data integrity. Tape has been known to degrade over time and, as a result, data can be damaged or lost. Thus as a solution for long-term data retention, tape does not inspire much confidence.

The Bottom Line

Protecting your data is like protecting money, it needs to be held somewhere secure where you can easily access it in case of emergency. For money, this place is a bank; for data, it is in the cloud. Cloud backup and DR solutions are more reliable, fast and secure than legacy solutions, and can provide CIOs with a greater peace of mind. Data that is being backed up consistently, easy to access and can be recovered faster will provide companies with a more productive staff. By not wasting time managing multiple RPOs and waiting for sluggish backups and recoveries to finish, companies can innovate more and manage BDR less. Additionally, cloud BDR solutions will allow businesses to recover faster in the event of a disaster.

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More and more enterprises have been making the shift to cloud technology for the breadth of benefits it offers. However, many companies are still struggling with developing a cloud strategy and identifying workloads to move to the cloud. One of the easiest cloud investments to make is backup and disaster recovery. A low-cost investment and often easy to deploy, cloud-based backup and DR have a lot to offer companies of all sizes. Here are the top 10 reasons that you should move your BDR solutions to the cloud:

1. Low up-front costs 

While traditional backup and DR solutions may require large investments in infrastructure, cloud-based BDR does not. This means that you can still protect your business without having to shell out big bucks.

2. Change CapEX to OpEX 

Cloud solutions allow you to shift those high capital expenses to operational expenses. No more cumbersome hardware to manage and update. Instead your IT teams can focus on innovating and driving revenue.

3. Fast, Secure and Reliable Recovery 

With cloud BDR solutions you can achieve your RPO and RTO goals. You can easily restore files and recover entire workloads from your cloud backups.

4. Data Encryption  

With cyber crime higher than ever, one of the number one concerns of CIOs is data security. With cloud-based BDR solutions, your data is encrypted both in transit and at rest.

5. DR on Demand 

Knowing that you can easily be up and running in a disaster is the kind of peace of mind that CIOs need. With the cloud, DR sites can be spun up on demand and you can easily fail operations over to a cloud environment.

6. Geographic Redundancy 

Having multiple copies of your datais a best practice of backup and DR, and so is having a copy of that data offsite. With the cloud, you can ensure that not only is your data held securely in an offsite location,  it is far enough away that it will not be affected should a disaster hit your main location; yet close enough that latency is low.

7. Reduce Downtime 

With the ability to spin up DR environments fast, companies can effectively reduce the amount of downtime they incur. Not to mention reduce the overall cost of downtime, saving time, money and reputation.

8. Avoid Catastrophic Data Loss 

Without a proper backup and DR solution in place, companies face the risk of catastrophic data loss. Studies show that a majority of companies that experience downtime without a BDR strategy in place will never recover from the loss of data. For most companies, data is the lifeblood of their business, which is something that should be protected at all costs. Additionally, the cost of implementing a backup and DR solution is nominal in the face of the costs of data loss.

9. Legacy Solutions Don’t Cut it

Many companies out there take on the mantra “if it ain’t broke, don’t fix it” and continue to operate legacy BDR solutions. Unfortunately for legacy solutions tend to be unreliable and can cause more harm than good in a disaster. Upgrading to a cloud-based backup and DR solution will help your company stay competitive, as well as ensure a fast recovery if disaster should strike.

10. Multiple DR sites 

Concerned that one location isn’t enough? With Cloud-based DR your company can spin up multiple DR sites in multiple locations.

The Bottom Line

Cloud solutions are not going anywhere anytime soon, and if your company still hasn’t gotten aboard the cloud train, it’s time. Making the move to cloud-based solutions for backup and DR isn’t only easy, it’s more affordable and more reliable than the alternative. Download our Disaster Recovery Guidebook to learn more about how the Cloud can bring security, reliability, and peace of your mind to your DR plan.

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Why should you invest in cloud-based backup and DR?

With the current landscape of cyber crime and the increase risk of attack, backup and DR have never been more important to business continuity. In addition to the numerous benefits of deploying a cloud-based solution, cloud backup and DR offers users specific advantages over legacy solutions. Cloud solutions work to simplify the backup and DR process with “set it and forget” it backup methods. You no longer need to manage multiple vendors and multiple backup cycles. 

For companies that do not currently have a strong solution in place, cloud backup and DR is fast, secure and reliable; and it is also affordable. There is little to no upfront capital cost and no expensive hardware purchase involved. It is also easy to deploy.

What should you look for in a solution?

When it comes to choosing a cloud-based backup and DR solution thre are several important factors to consider. Not only fo you have to make sure that the solution is a good fit for your business, you need to ensure that you have selected the right service provider to help you accomplish your DR goals.

Here are just a few factors that go into building an effective DR solution: Network, Latency, RTO, RPO, Scalability, Reliablity. Based on these factors, are you confident that you currently have the right solution in place?

The best place to start when searcing for a BDR solution is to evaluate the gaps in your current DR solution VS your ideal DR solution. Make specific objectives based on these goals and then find a service provider that can help deliver these objectives.

How do you implement a solution?

Implementing a disaster recovery solution, cloud-based or otherwise, requires immense planning and consideration for your IT environment. It is important to understand what your DR goals are and what sort of solution will help you to achieve them.

We’ve outlined the planning and implementation process below:

It is important to note that DR planning and implementation are never done. There should be a constant rinse and repeat cycle of upgrading and updating your environment and reporting on it.

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Selecting the right disaster recovery solution for your business can be a trying task. With data security and recovery such an important part of your business’s continuity, DR is not something to take lightly. This decision involves many factors. When we consider the most important factors of DR – recovery, security and redundancy- it is not difficult to understand why many companies are making the shift to the cloud. 

5 Reasons Why you Should Invest in Cloud-Based DR

In addition to the numerous benefits of deploying a cloud-based solution, cloud DR (disaster recovery as a Service or DRaaS) offers users specific advantages over alternative solutions. 

1. Legacy DR doesn’t cut it

Legacy BDR solutions are often complex and assembled from a variety of vendors, making them slow and difficult to manage. Cloud solutions, on the other hand, work to simplify the backup and DR process with set it and forget it backup methods. You no longer need to manage multiple vendors and multiple backup cycles. 

2. Rapid Recovery

When your company is experiencing downtime, the only thing that matters is getting your business back online fast. With cloud-based DR your environment can be easily failed over to the cloud to get your business back up and running in an emergency.

3. Geographic Redundancy

It is a best practice of backup and DR to ensure you have multiple copies of your data, but if these copies are located in the same place it doesn’t do you much good if a tornado hits. It is important to ensure that you have a copy located at least 500 miles away to ensure geographic redundancy. With cloud BDR solutions, you can back up your data to multiple locations and easily restore.

4. Cost-effective

For companies that do not currently have a strong solution in place, cloud backup and DR is fast, secure and reliable; and it is also affordable. There is little to no upfront capital cost and no expensive hardware purchase involved. This allows you to move your CapEX to OpEX and focus more on operating your business and less on troubleshooting your DR environment.

5. Return on Investment

Traditionally, the reason that companies did not invest in a backup or DR solution is because of the time and money it took to deploy an on premise solution. We have already touched on the fact that a cloud solution is more cost effective than the alternative, but it is also important to consider the ROI of BDR.

Consider the impact of downtime on your business. Will you loose sales if you are taken offline? Will your customers choose your competitors? Will you be able to operate if you cannot access your data? How much revenue will this cost you? How will it impact your reputation? What if you were down for 1 hour? What if you were down for a day?

Studies show that a majority of companies that do not have a backup or DR solution in place will never recover from the loss of data in the event of downtime. When we think about all the ways that downtime can destroy our reputation and potentially our business, the RIO of disaster recovery solutions is easy to see.

The Bottom Line

When you evaluate all of the reasons why your business should shift to the cloud, you will undoubtedly uncover many more reasons than those outlined above. Not only are cloud solutions a catalyst for growth, they help companies gain a competitive advantage by enabling their employees to innovate more and troubleshoot less. Selecting a cloud-based backup and disaster recovery solution will give your business additional peace of mind and ensure your data is protected.

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If you do your disaster recovery plan right, it should not fail. If it does, then you have overlooked something in the planning process. There are ten major reasons why disaster recovery plans fail – adding a second disaster to your first. As human error or hardware failure are far more significant problems than natural disasters, your disaster recovery plan needs to be as close to foolproof as possible. Here are the ten things to consider:

1. Key employees “didn’t get the memo.”

   Too many companies write up a detailed disaster recovery plan – and then don’t communicate it properly. In many cases, this is because management are putting in a plan because audit or their insurance company require it, without any actual buy-in. The plan should be available to everyone on staff, with multiple copies at multiple locations. And remember that the time you need the plan is likely the time you don’t have a computer (or power) and store multiple hard copies in the office and in the homes of key personnel.

2. The plan is sitting on a shelf.

   Plans need to be tested, updated, and discussed regularly. A plan sitting on a shelf may not include vital details, may have incorrect phone numbers, etc. The plan should be tested as often as practical – usually, this means once or twice a year. Documentation should be updated any time a relevant change happens.

3. You don’t have data capacity to continue the business.

   Too often, backup servers are considerably lower powered than active servers when, in fact, they need parity. Make sure you can continue production at a good level while recovery operations are completed.

4. The plan is overly complicated and detailed.

   Remember that people need to be able to follow these instructions at 3am, with no power, while the wind roars outside. Employees doing different tasks may not be able to directly communicate with each other.

5. The plan is missing key facts and details.

   Consult with employees about what really needs to be in the plan. Make sure you have a list of everything you need to resume functions and that the plan covers all of it.

6. You did not plan for power.

   Too many companies only keep enough fuel to run their generator for a day or two. In some places this is alright, but if you are working in an earthquake or hurricane zone you need to have enough fuel for several weeks. Your generator also needs to be powerful enough to keep essential functions going.

7. You have problems with your backups.

   Maybe there is not actually enough space on your backup server for all of your data. The middle of a disaster is also not the time you want to discover that your backups are corrupted or your backup system hasn’t actually been pulling anything for six months. Test and check backups frequently to make sure they are current, clean, and cover everything you need. Also, make sure at least one set of backups is far enough away not to be hit by the same disaster.

8. A mis-match between the plan and the company’s needs.

   Again, consult with your senior employees – they may know better than you what you actually need to do. Make sure everyone is on the same page about what the most critical functions are. This is another reason plans need to be tested properly.

9. Insufficient staff training.

   A plan is one thing, but do you know who’s going to fill in for missing employees? Do you have people cross-trained so that essential employees can keep things going when everyone else evacuates?

10. Incorrect testing.

    As in, your tests bear too little resemblance to the reality of the aftermath of a disaster. In addition to testing often, try to do drills that focus on the specific situations you are likely to encounter and vary your drills to simulate different problems – such as a hurricane or a terrorist attack.

If you keep these ten things in mind, then you have less chance of being left in the lurch when your disaster recovery plan turns out not to actually work. If you need more help, contact Otava for assistance with cloud backups and disaster planning.

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If you’re considering an enterprise backup solution for your company’s data, what are some of the things you should look for? How do you know if a solution is right for you? Here are three important factors to remember, and they’re as easy as ABC.

Affordability

In a perfect world, the price of a service would be easy to determine. In the world of backup solutions for your business data, however, there are a lot of variables. And those variables can alter the price of the service considerably. When searching for a backup service provider, it’s important that you are completely aware of the costs. Can the service be customized to suit your company’s specific needs, or are you going to be paying for a one-size-fits-all solution that offers features that you don’t need?

How about what you’ll need in the future? Let’s face it: business needs change over time. Your backup solution should be able to keep up with those changes. Is the solution scalable? Can it still handle all of your needs if your business grows? What happens if your business doesn’t need as much in the future?

Another thing to think about when it comes to affordability: How much of your time, or your employee’s time, must be devoted to making your backup solution work? If you’re paying a backup provider for the service, shouldn’t that service be as time-saving (and, therefore, as cost effective) as possible for you?

Big Data, Fast and Reliable Recovery

We live in a time when businesses are generating more data than ever. This not only increases the amount of information we have, but also the likelihood of some of that data being lost due to equipment failure or a natural disaster. An effective backup solution should provide you a fast and simple recovery of your data, when you need it.

A couple of things that a lot of people fail to consider when looking into backup solutions is the storage of unstructured data and the need for a solution that handles data duplication and compression. Unstructured data includes videos, social media, emails, and other documents that don’t necessarily fit into the traditional database storage, and yet are essential to your business functions. When searching for a backup solution provider, it is important to understand if — and how — that provider’s solutions will store your unstructured data.

Every computer — from home to enterprise class — has the tendency to duplicate files, using up incredible amounts of space needlessly. Does your backup solution provide deduplication and compression so that your storage space is being used for what you need and only what you need?

Compliance

With governmental regulations and a number of unfortunate data breaches making the news — and hitting people’s pocketbooks — in recent years, data security is more in the spotlight than ever before. Your cloud backup solution places the security of your data, along with your ethical and legal responsibility to protect that data, in the hands of another party. When shopping for a backup provider, it’s important to ask about how that provider protects the security and integrity of your information, as well as the information of the clients you serve.

Is the encryption process that this provider supplies compliant with the regulations? Is the provider able and focused on aggressively and proactively defending the security of your information? Are they willing to discuss how their solutions can be a partner in maintaining your compliance with regulations. If not, then keep looking for a provider who will.

In Closing

While the ABCs don’t cover all your bases, this is a good starting point for finding a backup solution provider. Would you like to know more? Contact us.

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Data continuity is a critical part of your business plan. You want to know that no matter what happens to your business, you will be able to continue to provide great service to your customers. If you’re still wondering whether or not cloud backup solutions are the right option for your business, these five key reasons to utilize cloud backups will help you make the right decision.

1. Cloud storage is cost-effective. Yes, there’s an ongoing fee associated with cloud storage; but it’s often far less expensive than many traditional methods. There’s no complicated hardware to buy, nor do you have to come up with a place to keep those important items. Cloud storage for all your vital data is also far less expensive than the cost of trying to restore your data after a system failure; and it’s always off-site, so even if something happens to your physical facility, you’ll still be able to quickly restore your business to full functionality.
2. Cloud storage is always working. With many traditional backup methods, you have to actively take the time to create a backup. If someone makes a mistake or you don’t take care of your backup on time, you’ll end up with a situation little better than if you had no backup at all. Cloud storage, on the other hand, is always working to ensure that your data is backed up. Not only does it take care of big losses, always-on cloud storage means that it’s quick and easy to restore files that were accidentally deleted or modified by an employee.
3. When your data is stored in the cloud, it’s quick and easy to recover. You don’t have to worry about driving to a new physical location or finding equipment to restore yours. As a result, you’re able to quickly and easily restore your data, getting your business back to normal functionality faster. Since time lost is money lost in any business, the faster you can restore your data, the less money you’ll lose. Not only that, quick restoration leads to enhanced customer satisfaction–and that’s well worth investing in.
4. Cloud backup goes beyond compliance. When you choose a reputable cloud storage solution, you aren’t just getting a solution that’s compliant with the security standards in your industry. Most cloud backup solutions have strong security that is designed to protect your vital data from hackers and prevent it from being lost. Not only will you know that you’ve met the security compliance standards for industry, you’ll get the confidence that only comes from knowing you’ve surpassed them. It’s automatically encrypted as soon as you send it, which means that you don’t have to put the effort into your security–just enjoy the results!
5. Cloud backup is easy. It’s always on, running in the background, which means that it’s something that you never have to worry about. It’s one of the easiest solutions for ensuring that your business has the data backup it needs in order to operate with confidence. Most backup solutions are only as effective as your staff’s ability to use them. When you opt for cloud backup, however, use and restoration are simple.

If you’re looking for a data backup solution that will leave you comfortable and confident that your business is protected from data loss, contact us. We’ll work with you to ensure that you have a cloud storage solution that will make it easy to restore your lost data, whether you’re struggling with an employee who accidentally deleted a file (or two) or a full system malfunction. When you need data backup solutions you can trust, we’re here to help!

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