Recently, I had a new client inquire about using online backup as an additional level of redundancy to protect their data.  My quick response was I’d compile a list for them to review and make an informed decision. Later, I thought about what considerations go into an informed decision: Storage space? Ease of configuration? Cost per MB/GB? Level of tech support?  Below is a list of criteria that I use when reviewing not just backup providers but all software purchases and deployment.

Why online backups?

1. Hardware and media fail: (external drives, tape, CD’s, flash drives, etc.). If not now, they will sometime in the future. Or you will outgrow the capacity of your media.
2. Set it and forget it!: No matter what people tell me, as I talk to “solo-preneurs” and small business owners about backup, remembering to schedule backups or change backup media can be a problem.  Online backup resolves both of those issues.  With online backups scheduled and no media (tapes, CD’s, external hard drives, etc.), the computer needs only to be turned on.  Let me repeat that, “With online backups scheduled and no media, the computer needs only to be turned on”!  If this is still a problem, some online backup programs will do real-time backups.
3. Disaster recovery: One of the primary business concerns after hurricane Katrina was how fast a business could get back in action after so much devastation and loss.  We know that with a total loss of all business data, customer lists, inventories, etc., many businesses are unable to recover and rebuild.  They don’t fail; they die. Data stored in the “cloud”, i.e. online, ensures that business records are not lost, giving businesses a running start to resume.  A disaster plan combining either cloud-based applications or backup images for bare metal restore, can mean the difference for a business in a crisis situation being back in operation within days or in some cases hours.
4. Redundancy: I like using both physical backups, images, and online backups to provide continuous updating of business data because business disasters can come quickly and in many forms, ranging from server failures, fires, floods, or theft.  With imaging, a server now can be physically rebuilt in a matter of hours as opposed to days with online restores providing additional data as needed.

Considerations

1. Internet Failure: In my most paranoid moments I fear that the Internet will be inaccessible, in which case all Internet-based computing solutions will be unavailable.  Many assure me that in this day and age the Internet back bone is most stable and secure.  Most disaster preparation plans call for three days self-sufficiency while local and governmental disaster response teams evaluate the overall situation.  I suggest that telephone, electrical, water, waste, and Internet services could be affected during that time period as well.
2. Availability and Security: There are two issues concerning database storage: What level of redundancy has the vendor built into their system and where are the data stored? Online backup requires data storage centers that house servers; there must be a system for duplicating the same data between centers and facilitate seamless user access from one or more centers at the same time.Consideration needs to be given as to where those data centers are located and whose data is stored next to yours.  On an international scale, various countries have grave concerns if their data are stored in or near an enemy nation and there has been some concern about the physical security of storage facilities located at sea.  You might be concerned if your competitor’s data is stored next to yours or whether the storage facility’s level of encryption complies with HIPPA, Sarbanes-Oxley, or other security requirements.
3. Latency: The time needed to upload large amounts of data can actually take days for a complete backup.  This latency is adequate for disaster recovery to ensure no data is lost but the time delay is not suitable for the complete rebuilding of a physical server.  To compensate some vendors will allow users to send physical copies of data to resolve the time needed for a complete backup or some vendors will send (next day express) a physical copy of backup data if a complete rebuild of a server is needed.

BNS Online backup criteria:

1. Simplicity/User interface: My primary concerns are
   • How easy is the backup agent (program) to install?
   • How much space does it takes up on the hard drive?
   • How easy is it to configure and schedule a backup?
   • What is the performance impact on computer (Does it slow down your computer?); this is particularly true for real time backups?
   • Many online backup services have a risk free trial period which I recommend as a way to answer these initial questions.
2. Storage capacity and cost: Online backup/storage services operate on a subscription basis with a monthly charge based on the amount of storage, usually with a base minimum of 5 -10 GB.  The introductory minimum is always quite inviting from a cost point of view but be clear about how much data needs to be backed up. The more data you store, the more expensive; not to mention the amount of time to complete the initial backup.
3. What needs to be backed up?: SQL? Exchange? Laptop? For businesses that need to back up database files, the mail server, specialty business applications, Linux files, or Mac computers: make sure that the vendor’s software for backup and data restore is adequate for your use.
4. Vendor reliability: comes in two forms:  Does the company have a good reputation? Find out not only how long they have been in business, but also look at their list awards and articles related to their success.  Read those articles not just for accolades! Quite often those articles will also provide a comparison with other service providers as well as “pros” and “cons”.The second level of provider reliability is availability or up time:  Do they make a statement or offer a “service level” guarantee of availability, i.e. 99.5% up time?  Do they have a plan for up time following a natural disaster?
5. Technical support: There are many players in the online backup/storage business. Besides the mentioned criteria, I make a pre-sales call to technical support to see how responsive, friendly, and helpful the company is.  As Americans we make jokes about talking to tech support from India or the Philippines.  Putting our prejudices aside, if you can’t understand the person, the response time is slow, or the tech support person doesn’t have a clue about the product (reading from a script); what is your first impression?  The bottom line is: no matter what the price, can you depend on this company to protect the storage of your data?