Back up operational data in cloud storage

Regular data backups are annoying, but essential. If conventional storage media become unreadable, there's a risk of complete data loss. Backups from cloud storage services are more secure.

This article is part of the special feature on digital craftsmanship.

More and more companies in Germany are discovering the advantages of "cloud" solutions – services that can be easily accessed via the internet. According to a 2017 Bitkom study, two out of three companies are already using the cloud. For 47 percent of companies, the most popular services include technical services such as data storage or computing power.

Cloud solutions offer numerous advantages, especially when it comes to data backups: All important company data is copied over the internet to servers in professional data centers with multiple security features. This process is not only more convenient and secure than manual data backups, but some providers even offer them completely free of charge. Furthermore, the typical risks associated with conventional storage media are eliminated: hard drives, USB sticks, or self-burned CDs can sometimes become unreadable due to a technical defect. In this case, important data such as invoices, quotes, logbooks, tax documents, and emails can only be restored in exceptional cases and with considerable effort. Even after disaster scenarios such as fire or flooding, backup media are often no longer usable.

Convenient: automatic backup function

Compared to traditional data backups, online backups offer significant advantages: Companies don't have to purchase backup media or hard drives that wear out over time and eventually become unreadable. Some online service providers even offer automatic backup functions, so data backups can no longer be forgotten.

Particularly practical: You can access your data around the clock – from any PC, notebook, tablet, or smartphone with an internet connection. All you need are the appropriate login credentials. Many providers also allow you to integrate the online storage space into the operating system like a local hard drive. Saving and retrieving data is often also very easy via a web browser. Many online services also offer the option of sharing files or entire folders with selected users, allowing shared access. This ensures that all employees always have access to the most up-to-date data, whether on the go or in the office.

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Up to 30 GB of free storage space

If you only need a small amount of storage space, you can use free offers: providers such as Deutsche Post or Telekom offer up to 30 GB of storage space for free.

If you need more space, you should definitely compare the prices and services of several providers, as costs vary considerably. If you plan to back up large files, make sure there is no maximum file size limit.

When it comes to online backups of important and sensitive data, companies shouldn't compromise on security: Encrypted data transmission is one of the most important requirements when choosing a provider. Furthermore, currently only a server location in Germany guarantees compliance with strict German data protection regulations.

This will only change with the entry into force of the new General Data Protection Regulation on May 25, 2018: All cloud service providers offering their services within the EU will then be required to adhere to the so-called "market place principle." Regardless of the company's and server's location, the same strict requirements will then apply to foreign companies offering free or paid cloud services.

Access only via Internet

However, cloud storage also has disadvantages compared to traditional storage media: For example, access is only possible via the internet. Therefore, in case of a DSL outage, you should have an alternative ready—for example, a SIM card with sufficient data volume.

In addition, uploading and downloading via the internet is often slower than with local storage devices: For example, backing up 100 MB using a DSL 16.000 connection, which typically offers an upload speed of 1.024 kilobits per second, takes 13 minutes. Downloading the same amount of data with a DSL 16.000 connection takes around 50 seconds.

 Photo: © DHB

TECHNICAL TERMS

Backup
Backup copies of data, data storage media, or parts of data storage media. These copies can be used to restore the original data on the computer in the event of data loss or destruction.

Web Browser
A program for displaying websites. The most popular are Microsoft's Internet Explorer, Firefox, Google Chrome, and Apple's Safari.

Cloud-Computing
The use of hardware resources and software programs over the internet. Cloud services can be easily used as needed.

DSL
Abbreviation for "Digital Subscriber Line." A digital transmission technology that provides fast broadband Internet access over the telephone network.

Gigabyte (GB) / Terrabyte (TB)
Hard drive storage space is measured in gigabytes or terabytes. 1.000 megabytes are approximately one GB, and 1.000 GB are approximately one terabyte.

SSL encryption
The abbreviation SSL stands for "Secure Socket Layer" and refers to a protocol for encrypting data on the Internet that is transmitted via a browser.

CLOUD BACKUP TIPS

1. Access data: Choose only secure passwords and usernames. We recommend using a long and seemingly random sequence of numbers, special characters, and uppercase and lowercase letters.

2. Encryption: When securing sensitive data, ensure that you use an encrypted data connection (SSL encryption).

3. Security: All devices should have up-to-date virus protection software and a firewall – from PCs to tablets to smartphones.

4. Updates: To close potential security gaps, the operating system, browser, virus scanner and firewall should always be kept up to date via updates.

5. Data protection: Do all legal data protection regulations in the cloud service provider and in your own company comply with them? 

6. Emergency plan: Are all operational processes secure even in the event of a cloud storage or DSL line failure? What measures can be taken to bridge downtimes? 

7. Legal issues: Are all agreed services, liability issues and warranties recorded in writing?