Local backup versus cloud backup: which one do you need
Short answer: most people and small businesses need both. A local backup gets your files back quickly when a drive fails or someone deletes the wrong folder. A cloud backup keeps a copy somewhere else, so a fire, flood, theft, or ransomware attack on your office computers doesn't take your only copy with it. If you can only choose one, choose the cloud, because it covers the disasters a local drive can't survive. The best setup uses both, and it's less work to run than it sounds.
What each option actually does
A local backup copies your files to a device in the same place as your computers. An external hard drive, a small network storage box (often called a NAS), or a server in a back room are all common examples. Restoring from local storage is fast because the data travels across your office network or a cable rather than the internet. The drawback is that the copy sits right next to the things it's protecting.
A cloud backup sends copies of your files over the internet to a data center run by a provider. The first full copy can take a long time on a slow connection, and restores are only as fast as your internet speed. The advantage is distance. Whatever happens to your building, the copy is still safe somewhere else, and most cloud services keep older versions of files so you can roll back to an earlier point.
Choose local when speed matters most
Here's the rule I'd use. If the most likely problem is a single failed drive, a corrupted file, or an accidental deletion, and you need things back within the hour, local backup should be your first line of defense. Most of the time, that's what people actually need. Nobody's office burns down every month, but drives fail and files get overwritten all the time.
The catch with cloud-only backup is restore time. If you have a lot of large files, such as video, photo libraries, or design files, pulling several hundred gigabytes back down over a regular office connection can take days. In that case, a local copy isn't optional. It's what keeps you working while the cloud copy comes back.
Choose cloud when the building itself is the risk
The second rule is just as practical. If losing everything in one event would seriously hurt your business, you need an offsite copy, and cloud is the simplest way to get one. Think about what happens if a ransomware attack encrypts the files on your computers. Any backup drive that stays plugged in can get encrypted too. A cloud backup with version history gives you a way back, because you can restore files from before the attack started.
Cloud backup also helps when the thing you need to protect is a laptop that travels, or staff who work from home. Their files can back up without anyone remembering to carry a drive home, and nobody has to physically hand over a device to restore it.
A simple setup that covers both
A common guideline is the 3-2-1 rule: keep three copies of your important data, on two different types of storage, with one copy offsite. You don't need to be fussy about the exact numbers, but the idea is sound. Here's one way to set it up:
- Keep your working files on the computers you use every day. That's the first copy.
- Run an automatic backup to an external drive or network storage in the office. That's the second copy, on different hardware.
- Run a second automatic backup to a cloud service. That's the third copy, and it's the one that survives a disaster at the office.
- Check that the backups are actually running, and do a test restore of a few files every few months so you know it works before you need it.
The test restore is the step people skip, and it's the one that matters most. A backup you've never restored from is a guess.
Where to go from here
If you're not sure which mix fits your situation, start by writing down three things: the files you couldn't afford to lose, how long you could go without them, and how much time it would take to recreate them if they were gone. Those answers tell you how much local storage you need for quick restores and how much offsite protection you need for the worst day. If you'd rather have someone set this up and check it for you, get in touch with Tech Parachute and describe how your computers and files are arranged today.