"Our files are in OneDrive, so they are backed up." We hear this often, and it is only half true. Cloud storage is great for working together and for having your files on every device. But it is made to synchronise, not to keep old copies safe.
Why synchronising is not backing up
- Deleted is deleted everywhere: if you or a colleague delete a folder, it disappears on every device. The recycle bin helps, but only for a limited time.
- Ransomware is synchronised too: if malware encrypts your files, the encrypted versions are uploaded and replace the good ones.
- Mistakes spread: an overwritten file or a wrong change is everywhere within seconds.
- Accounts can be lost: a hacked or closed account can mean all files are gone at once.
Version history and recycle bins can save you in many cases, but they have time limits and are no replacement for a real backup.
The 3-2-1 rule
- 3 copies of your important data: the original and two backups.
- 2 different storage types: e.g. the cloud and an external disk or a network storage (NAS).
- 1 copy outside your office or home: e.g. a backup service in a Swiss data centre, so a fire or theft does not take everything.
At least one backup should be separate from your normal account, so that ransomware or a deleted account cannot reach it.
Test your backup
A backup you have never restored is a hope, not a backup. Try to restore a file or folder from time to time, and check that the backup really runs every day.
What we recommend for small businesses
Use cloud storage to work together, and add an automatic backup of your cloud data and your computers to a separate place. We set both up so that you do not have to think about it, and check regularly that it works.
