Post Syndicated from Kari Rivas original https://www.backblaze.com/blog/server-backup-101-developing-a-server-backup-strategy/

In business, data loss is unavoidable unless you have good server backups. Files get deleted accidentally, servers crash, computers fail, and employees make mistakes.

However, those aren’t the only dangers. You could also lose your company data in a natural disaster or cybersecurity attack. Ransomware is a serious concern for small to medium-sized businesses as well as large enterprises. Smart companies plan ahead to avoid data loss.

This post will discuss server backup basics, the different types of server backup, why it’s critical to keep your data backed up, and how to create a solid backup strategy for your company. Read on to learn everything you ever wanted to know about server backups.

First Things First: What Is a Server?

A server is a virtual or physical device that performs a function to support other computers and users. Sometimes servers are dedicated machines used for a single purpose, and sometimes they serve multiple functions. Other computers or devices that connect to the server are called “clients.” Typically, clients use special software to communicate with the server and reply to requests. This communication is referred to as the server/client model. Some common uses for this setup include:

• Web Server: Hosts web pages and online applications.
• Email Server: Manages email for a company.
• Database Server: Hosts various databases and controls access.
• Application Server: Allows users to share applications.
• File Server: Used to host files shared on a network.
• DNS Server: Used to decode web addresses and deliver the user to the correct address.
• FTP Server: Used specifically for hosting files for shared use.
• Proxy Server: Adds a layer of security between client and server.

Servers run on many operating systems (OS) such as Windows, Linux, Mac, Apache, Unix, NetWare, and FreeBSD. The OS handles access control, user connections, memory allocation, and network functions. Each OS offers varying degrees of control, security, flexibility, and scalability.

Why It’s Important to Back Up Your Server

Did you know that roughly 40% of small and medium-sized businesses (SMBs) will be attacked by cybercriminals within a year, and 61% of all SMBs have already been attacked? Additionally, statistics show that 93% of companies that lost data for more than 10 days were forced into bankruptcy within a year. More than half of them filed immediately, and most shut down.

Company data is vulnerable to fire, theft, natural disasters, hardware failure, and cybercrime. Backups are an essential prevention tool.

Types of Servers

Within the realm of servers, there are many different types for virtually any purpose and environment. However, the primary function of most servers is data storage and processing. Some examples of servers include:

• Physical Servers: These are hardware devices (usually computers) that connect users, share resources, and control access.
• Virtual Servers: Using special software (called a hypervisor), you can set up multiple virtual servers on one physical machine. Each server acts like a physical server while the hypervisor manages memory and allocates other system resources as needed.
• Hybrid Servers: Hybrids are servers combining physical servers and virtual servers. They offer the speed and efficiency of a physical server combined with the flexibility of cloud-hosted resources.
• NAS Devices: Network-attached storage (NAS) devices store data and are accessed directly through the network without first connecting to a computer. These hardware devices contain a storage drive, processor, and OS, and can be accessed remotely.
• SAN Server: Although not technically a server, a storage area network (SAN) connects multiple storage devices to multiple servers expanding the network and controlling connections.
• Cloud Servers: Cloud servers exist in a virtual online environment, and you can access them through web portals, applications, and specialized software.

Regardless of how you save your data and where, backups are essential to protecting yourself from loss.

How to Back Up a Server

You have options for backing up data, and the methods vary. First, let’s talk about terminology.

Backup vs. Archive

Backing up is copying your data, whereas an archive is a historical copy that you keep for retention purposes, often for long periods. Archives are typically used to save old, inactive data for compliance reasons.

Here are two examples that illustrate backups vs. an archives. An example of a backup is when your mobile phone backs up to the cloud, and if you factory reset the phone, you can restore all your applications, settings, and data from the backup copy. An example of an archive is a tape backup of old HR files that have long since been deleted from the server.

Backup vs. Sync

Sometimes people confuse the word backup with sync. They are not the same thing. A backup is a copy of your data you can use to restore lost files. Syncing is the automatic updating and merging of two file sources. Cloud computing often uses syncing to keep files in one location identical to files in another.

To prevent data loss, backups are the process to use. Syncing overwrites files with the latest version; a backup can restore back to a single point in time, so you don’t lose anything valuable.

Backup Destinations

When selecting a backup destination, you have many mediums to choose from. There are pros and cons for each type. Some popular backup destinations and their pros and cons are as follows:

Cloud backups are an altogether different type of backup; typically, you have two options available: all-in-one tools or integrated solutions.

All-in-one Tools

All-in-one tools like Carbonite Safe, Carbonite Server, Acronis, IDrive, CrashPlan, and SpiderOak combine both the backup software and the backend cloud storage in one offering. They have the ability to back up entire operating systems, files, images, videos, and sometimes even mobile device data. Depending on the tool you choose, you may be able to back up an unlimited number of devices, or you may have limits. However, most of these all-in-one solutions are expensive and can be complex to use. All those bells and whistles often come at a price—a steep learning curve.

Integrated Solutions (Backup Software Paired With Cloud Storage)

Pairing software and cloud storage is another option that combines the best of both worlds. It allows users to choose the software they want with the features they need and fast, reliable cloud storage. Cloud storage is scalable, so you will never run out of space as your business grows. Using your chosen software, it’s fast and easy to restore your files. Although it may seem counterintuitive, it’s often more affordable to use two integrated solutions versus an all-in-one tool. Another big bonus of using cloud storage is that it integrates with many popular software options. For example, Backblaze works seamlessly with:

• MSP360
• Veeam
• Catalogic
• rClone

An important factor to consider when choosing the right backup software and cloud storage is compatibility. Research which platforms your software will back up and what types of backups it offers (file, image, system, etc.). You also need to think about the restore process and your options (e.g., file, folder, bare metal/image, virtual, etc.). User-friendliness is important when deciding. Some programs like rClone require a working knowledge of command line. Choose a software program that is best for you.

Think about scalability and how much storage it can handle now and in the future as your business grows. A few other things to consider are pricing, security, and support. Your backup files are no good if they are vulnerable to attack. Compare prices and check out the support options before making your final decision.

Creating a Solid Backup Strategy

A solid backup strategy is the best way to protect your company against data loss. Again, you have options. The 3-2-1 strategy is the gold standard, but some companies are choosing options like a 3-2-1-1-0 option or even a 4-3-2 scheme. Learn more about how each plan works.

Before determining your strategy, you must consider what data you need to back up. For example, will you be backing up just servers or also workstations and dedicated servers, such as email servers or SaaS data devices?

Another concern is how you will get your data into the cloud. You need to figure out which method will work best for you. You have the option of direct transfer over internet bandwidth or using a rapid ingest device (e.g., the Backblaze Fireball rapid ingest device).

How Often Should You Back Up Your Data?

Should you run full backups regularly? Or rely on incremental backups? The answer is that both have their place.

To fully protect yourself, performing regular full backups and keeping them safe is essential. Full backups can be scheduled for slow times or performed overnight when no one is using the data. Remember that full backups take the longest to complete and are the costliest but the easiest to restore.

A full backup backs up the entire server. An incremental backup only backs up files that have changed or been added since the last backup, saving storage space. The cadence of full versus incremental backups might look different for each organization. Learn more about full vs. incremental, differential, and full synthetic backups.

How Long Should You Keep Your Previous Backups?

You also must consider how long you want to keep your previous backups. Will you keep them for a specific amount of time and overwrite older backups?

By overwriting the files, you can save space, but you may not have an old enough backup when you need it. Also, keep in mind that many cloud storage vendors have minimum retention policies for deleted files. While “retention” sounds like a good thing, in this case it’s not. They might be charging you for data storage for 30, 60, or even 90 days even if you deleted it after storing it for just one day. That may also factor into your decision about how long you should keep your previous backup files. Some experts recommend three months, but that may not be enough in some situations.

You need to keep full backups for as long as you might need to recover from various issues. If, for example, you are infiltrated by a cybercriminal and don’t discover it for two months, will your oldest backup be enough to restore your system back to a clean state?

Another question to think about is if you’ll keep an archive. As a refresher, an archive is a backup of historical data that you keep long-term even if the files have already been deleted from the server. Most sources say you should plan to keep archives forever unless you have no use for the data in the future, but your company might have a different appetite for retention timeframes. Forever probably seems like…well, a long time, but keep in mind that the security of having those files available may be worth it.

How Will You Monitor Your Backup?

It’s not enough to just schedule your backups and walk away. You need to monitor them to ensure they are occurring on schedule. You should also test your ability to restore and fully understand the options you have for restoring your data. A backup is only as good as its ability to restore. You must test this out periodically to ensure you have a solid disaster recovery plan in place.

Special Considerations for Backing Up

When backing up servers with different operating systems, you need to consider the constraints of that system. For example, SQL servers can handle differential backups, whereas other servers cannot. Some backup software like Veeam integrates easily with all the major operating systems and therefore supports backups of multiple servers using different platforms.

If you are backing up a single server, things are easy. You have only one OS to worry about. However, if you are backing up multiple servers with different platforms and applications running on them, things could get more complex. Be sure to research all your options and use a vendor that can easily handle groups management and SaaS-managed backup services so that you can view all your data through a single pane of glass. You want consolidation and easy delineation if you need to pinpoint a single system to restore. You can use groups to easily manage different servers with similar operating systems to keep things organized and streamline your backup strategy.

As you can see, there are many facets to server backups, and you have options. If you have questions or want to learn more about Backblaze backup solutions, contact us today. Or, click here if you’re ready to get started backing up your server.

The post Server Backup 101: Developing a Server Backup Strategy appeared first on Backblaze Blog | Cloud Storage & Cloud Backup.

Post Syndicated from Kari Rivas original https://www.backblaze.com/blog/server-backup-101-on-premises-vs-cloud-only-vs-hybrid-backup-strategies/

As an IT leader or business owner, establishing a solid, working backup strategy is one of the most important tasks on your plate. Server backups are an essential part of a good security and disaster recovery stance. One decision you’re faced with as part of setting up that strategy is where and how you’ll store server backups: on-premises, in the cloud, or in some mix of the two.

As the cloud has become more secure, affordable, and accessible, more organizations are using a hybrid cloud strategy for their cloud computing needs, and server backups are particularly well suited to this strategy. It allows you to maintain existing on-premises infrastructure while taking advantage of the scalability, affordability, and geographic separation offered by the cloud.

If you’re confused about how to set up a hybrid cloud strategy for backups, you’re not alone. There are as many ways to approach it as there are companies backing up to the cloud. Today, we’re discussing different server backup approaches to help you architect a hybrid server backup strategy that fits your business.

Server Backup Destinations

Learning about different backup destinations can help administrators craft better backup policies and procedures to ensure the safety of your data for the long term. When structuring your server backup strategy, you essentially have three choices for where to store data: on-premises, in the cloud, or in a hybrid environment that uses both. First, though, let’s explain what a hybrid environment truly is.

Here are some examples of different server backup destinations according to where your data is located:

• Local backup destinations.
• Cloud-only backups.
• Hybrid cloud backups.

Local Backup Destinations

On-premises backup, also known as a local backup, is the process of backing up your system, applications, and other data to a local device. Tape and network-attached storage (NAS) are examples of common local backup solutions.

• Tape: With tape backup, data is copied from its primary storage location to a tape cartridge using a tape drive. Tape creates a physical air gap, meaning there’s a literal gap of air between the data on the tape and the network—they are not connected in any way. This makes tape a highly secure option, but it comes at a cost. Tape requires physical storage space some businesses may not have. Tape maintenance and management can be very time consuming. And tapes can degrade, resulting in data loss.
• NAS: NAS is a type of storage device that is connected to a network to allow data processing and storage through a secure, centralized location. With NAS, authorized users can access stored data from anywhere with a browser and a LAN connection. NAS is flexible, relatively easy to scale, and cost-effective.

Cloud-only Backups

Cloud-only backup strategies are becoming more commonplace as startups take a cloud-native approach and existing companies undergo digital transformations. A cloud-only backup strategy involves eliminating local, on-premises backups and sending files and databases to the cloud vendor for storage. It’s still a great idea to keep a local copy of your backup so you comply with a 3-2-1 backup strategy (more on that below). You could also utilize multiple cloud vendors or multiple regions with the same vendor to ensure redundancy. In the event of an outage, your data is stored safely in a separate cloud or a different cloud region and can easily be restored.

With services like Cloud Replication, companies can easily achieve a solid cloud-only server backup solution within the same cloud vendor’s infrastructure. It’s also possible to orchestrate redundancy between two different cloud vendors in a multi-cloud strategy.

Hybrid Cloud Backups

When you hear the term “hybrid” when it comes to servers, you might initially think about a combination of on-premises and cloud data. That’s typically what people think of when they imagine a hybrid cloud, but as we mentioned earlier, a hybrid cloud is a combination of a public cloud and a private cloud. Today, private clouds can live off-premises, but for our purposes, we’ll consider private clouds as being on-premises. A hybrid server backup strategy is an easy way to accomplish a 3-2-1 backup strategy, generally considered the gold standard when it comes to backups.

Choosing a Backup Strategy

Choosing a backup strategy that is right for you involves carefully evaluating your existing systems and your future goals. Can you get there with your current backup strategy? What if a ransomware or distributed denial of service (DDoS) attack affected your organization tomorrow? Decide what gaps need to be filled and take into consideration a few more crucial points:

• Evaluate your vulnerabilities. Is your location susceptible to a local data disaster? How often do you think you might need to access your backups? How quickly would you need them?
• Price. Various backup strategies will incur costs for hardware, service, expansions, and more. Carefully evaluate your organization’s finances to decide on a budget. And keep in mind that monthly fees and service charges may go up over time as you add more storage or use enhanced backup tools.
• Storage capacity. How much storage capacity do you have on-site? How much data does your business generate over a given period of time? Do you have IT personnel to manage on-premises systems?
• Access to hardware. Provisioning a private cloud on-premises involves purchasing hardware. Increasing supply chain issues can slow down factories, so be mindful of shortages and increased delivery times.
• Scalability. As your organization grows, it’s likely that your data backup needs will grow, too. If you’re projecting growth, choose a data backup strategy that can keep up with rapidly expanding backup needs.

Backup Strategy Pros and Cons

Local Backup Strategy

• Pros: A major benefit to using a local backup strategy is that organizations have fast access to data backups in case of emergencies. Backing up to NAS can also be faster locally depending on the size of your data set.
• Cons: Maintaining on-premises hardware can be costly, but more important, your data is at a higher risk of loss from local disasters like floods, fires, or theft.

Cloud Backup Strategy

• Pros: With a cloud-only backup strategy, there is no need for on-site hardware, and backup and recovery can be initiated from any location. Cloud resources are inherently scalable, so the stress of budgeting for and provisioning hardware is gone.
• Cons: A cloud-only strategy is susceptible to outages if your data is consolidated with one vendor, however this risk can be mitigated by diversifying vendors and regions within the same vendor. Similarly, if your network goes down, then you won’t have access to your data.

Hybrid Cloud Backup Strategy

• Pros: Hybrid cloud server backup strategies combine the best features of public and private clouds: You have fast access to your data locally while protecting your data from disaster by adding an off-site location to your backup strategy.
• Cons: Setting up and running a private cloud server can be very costly. Businesses also need to plan their backup strategy a bit more thoughtfully because they must decide what to keep in a public cloud versus a private cloud or on local storage.

Hybrid Server Backup Considerations

Once you’ve decided a hybrid server backup strategy is right for you, there are many ways you can structure it. Here are just a few examples:

• Keep backups of active working files on-premises and move all archives to the cloud.
• Choose a cutover date if your business is ready to move mostly to the cloud going forward. All backups and archives prior to the cutover date could remain on-premises and everything after the cutover date gets stored in cloud storage.
• Store all incremental backups in cloud storage and keep all full backups and archives stored locally. Or, following the Grandfather-Father-Son (GFS) approach, put the father and son backups in the cloud and grandfather backups in local storage. (Or vice versa.)

As you’re structuring your server backup strategy, consider any GDPR, HIPAA, or cybersecurity requirements. Does it call for off-site, air-gapped backups? If so, you may want to move that data (like customer or patient records) to the cloud and keep other, non-regulated data local. Some industries, particularly government and heavily regulated industries, may require you to keep some data in a private cloud.

Ready to get started? Back up your server using our joint solution with MSP360 or get started with Veeam or any one of our many other integrations.

The post Server Backup 101: On-premises vs. Cloud-only vs. Hybrid Backup Strategies appeared first on Backblaze Blog | Cloud Storage & Cloud Backup.

Post Syndicated from Kari Rivas original https://www.backblaze.com/blog/server-backup-101-choosing-a-server-backup-solution/

If you’re in charge of backups for your company, you know backing up your server is a critical task to protect important business data from data disasters like fires, floods, and ransomware attacks. You also likely know that digital transformation is pushing innovation forward with server backup solutions that live in the cloud.

Whether you operate in the cloud, on-premises, or with a hybrid environment, finding a server backup solution that meets your needs helps you keep your data and your business safe and secure.

This guide explains the various server backup solutions available both on-premises and in the cloud, and how to choose the right backup solution for you. Read on to learn more about choosing the right server backup solution for your needs.

On-premises Solutions for Server Backup

On-premises solutions store data on servers in an in-house data center managed and maintained internally. Although there has been a dramatic shift from on-premises to cloud server solutions, many organizations choose to operate their legacy systems on-premises alone or in conjunction with the cloud in a hybrid environment.

LTO/Tape

Linear tape-open (LTO) backup is the process of copying data from primary storage to a tape cartridge. If the hard disk crashes, the tapes will still hold a copy of the data.

Pros:

• High capacity.
• Tapes can last a long time.
• Provides a physical air gap between backups and the network to protect against threats like ransomware.

Cons:

• Up-front CapEx expense.
• Tape drives must be monitored and maintained to ensure they are functioning properly.
• Tapes take up lots of physical space.
• Tape is susceptible to degradation over time.
• The process of backing up to tape can be time consuming for high volumes of data.

NAS

Network-attached storage (NAS) enables multiple users and devices to store and back up data through a secure server. Anyone connected to a LAN can access the storage through a browser-based utility. It’s essentially an extra network strictly for storing data that users can access via its attached network device.

Pros:

• Faster to restore files and access backups than tape backups.
• More digitally intuitive and straightforward to navigate.
• Comes with built-in backup and sync features.
• Can connect and back up multiple computers and endpoints via the network.

Cons:

• Requires physical maintenance and periodic drive replacement.
• Each appliance has a limited storage capacity.
• Because it’s connected to your network, it is also vulnerable to network attacks.

Local Server Backup

Putting your backup files on the same server or a storage server is not recommended for business applications. Still, many people choose to organize their backup storage on the same server the data runs on.

Pros:

• Highly local.
• Quick and easy to access.

Cons:

• Generally less secure.
• Capacity-limited.
• Susceptible to malware, ransomware, and viruses.

Including these specific backup destinations, there are some pros to using on-premises backup solutions in general. For example, you might still be able to access backup files without an internet connection using on-premises solutions. And you can expect a fast restore if you have large amounts of data to recover.

However, all on-premises backup storage solutions are vulnerable to natural disasters, fires, and water damage despite your best efforts. While some methods like tape are naturally air-gapped, solutions like NAS are not. Even with a layered approach to data protection, NAS leaves a business susceptible to attacks.

Backing Up to Cloud Storage

Many organizations choose a cloud-based server for backup storage instead of or in addition to an on-premises solution (more on using both on-premises and cloud solutions together later) as they continue to integrate modern digital tools. While an on-premises system refers to data hardware and physical storage solutions, cloud storage lives “in the cloud.”

A cloud server is a virtual server that is hosted in a cloud provider’s data center. “The cloud” refers to the virtual servers users access through web browsers, APIs, CLIs, and SaaS applications and the databases that run on the servers themselves.

Because cloud providers manage the server’s physical location and hardware, organizations aren’t responsible for managing costly data centers. Even small businesses that can’t afford internal infrastructure can outsource data management, backup, and cloud storage from providers.

Pros

• Highly scalable since companies can add as much storage as needed without ever running out of space.
• Typically far less expensive than on-premises backup solutions because there’s no need to pay for dedicated IT staff, hardware upgrades or repair, or the space and electricity needed to run an on-premises system.
• Builds resilience from natural disasters with off-site storage.
• Virtual air-gapped protection may be available.
• Fast recovery times in most cases.

Cons

• Cloud storage fees can add up depending on the amount of storage your organization requires and the company you choose. Things like egress fees, minimum retention policies, and complicated pricing tiers can cause headaches later, so much so that there are companies dedicated to helping you decipher your AWS bill, for example.
• Can require high bandwidth for initial deployment, however solutions like Universal Data Migration are making deployment and migrations easier.
• Since backups can be accessed via API, they can be vulnerable to attacks without a feature like Object Lock.

It can be tough to choose between cloud storage vs. on-premises storage for backing up critical data. Many companies choose a hybrid cloud backup solution that involves both on-premises and cloud storage backup processes. Cloud backup providers often work with companies that want to build a hybrid cloud environment to run business applications and store data backups in case of a cyber attack, natural disaster, or hardware failure.

If you’re stuck between choosing an on-premises or cloud storage backup solution, a hybrid cloud option might be a good fit.

All-in-one vs. Integrated Solutions

When it comes to cloud backup solutions, there are two main types: all-in-one and integrated solutions.

Let’s talk about the differences between the two:

All-in-one Tools

All-in-one tools are cloud backup solutions that include both the backup application software and the cloud storage where backups will be stored. Instead of purchasing multiple products and deploying them separately, all-in-one tools allow users to deploy cloud storage with backup features together.

Pros:

• No need for additional software.
• Simple, out-of-the-box deployment.
• Creates a seamless native environment.

Cons:

• Some all-in-one tools sacrifice granularity for convenience, meaning they may not fit every use case.
• They can be more costly than pairing cloud storage with backup software.

Integrated Solutions

Integrated solutions are pure cloud storage providers that offer cloud storage infrastructure without built-in backup software. An integrated solution means that organizations have to bring their own backup application that integrates with their chosen cloud provider.

Pros:

• Mix and match your cloud storage and backup vendors to create a tailored server backup solution.
• More control over your environment.
• More control over your spending.

Cons:

• Requires identifying and contracting with more than one provider.
• Can require more technical expertise than with an all-in-one solution, but many cloud storage providers and backup software providers have existing integrations to make onboarding seamless.

How to Choose a Cloud Storage Solution

Choosing the best cloud storage solution for your organization involves careful consideration. There are several types of solutions available, each with unique capabilities. You don’t need the most expensive solution with bells and whistles. All you need to do is find the solution that fits your business model and future goals.

However, there are five main features that every organization seeking object storage in the cloud should look out for:

Cost

Cost is always a top concern for adopting new processes and tools in any business setting. Before choosing a cloud storage solution, take note of any fees or file size requirements for retention, egress, and data retrieval. Costs can vary significantly between storage providers, so be sure to check pricing details.

Ease-of-use and Onboarding Support

Adopting a new digital tool may also require a bit of a learning curve. Choosing a solution that supports your OS and is easy to use can help speed up the adoption rate. Check to see if there are data transfer options or services that can help you migrate more effectively. Not only should cloud storage be simple to use, but easy to deploy as well.

Security and Recovery Capabilities

Most object storage cloud solutions come with security and recovery capabilities. For example, you may be looking for a provider with Object Lock capabilities to protect data from ransomware or a simple way to implement disaster recovery protocols with a single command. Otherwise, you should check if the security specs meet your needs.

Integrations

All organizations seeking cloud storage solutions need to make sure that they choose a compatible solution with their existing systems and software. For example, if your applications speak the S3 API language, your storage systems must also speak the same language.

Many organizations use software-based backup tools to get things done. To take advantage of the benefits of cloud storage, these digital tools should also integrate with your storage solution. Popular backup solutions such as MSP360 and Veeam are built with native integrations for ease of use.

Support Models

The level of support you want and need should factor into your decision-making when choosing a cloud provider. If you know your team needs fast access to support personnel, make sure the cloud provider you choose offers a support SLA or the opportunity to purchase elevated levels of support.

Questions to Ask Before Deciding on a Cloud Storage Solution

Of course, there are other considerations to take into account. For example, managed service providers will likely need a cloud storage solution to manage multiple servers. Small business owners may only need a set amount of storage for now but with the ability to easily scale with pay-as-you-go pricing as the business grows. IT professionals might be looking for a simplified interface and centralized management to make monitoring and reporting more efficient.

When comparing different cloud solutions for object storage, there are a few more questions to ask before making a purchase:

• Is there a web-based admin console? A web-based admin console makes it easy to view backups from multiple servers. You can manage all your storage from one single location and download or recover files from anywhere in the world with a network connection.
• Are there multiple ways to interact with the storage? Does the provider offer different ways to access your data, for example, via a web console, APIs, CLI, etc.? If your infrastructure is configured to work with the S3 API, does the provider offer S3 compatibility?
• Can you set retention? Some industries are more highly regulated than others. Consider whether your company needs a certain retention policy and ensure that your cloud storage provider doesn’t unnecessarily charge minimum file retention fees.
• Is there native application support? A native environment can be helpful to back up an Exchange and SQL Server appropriately, especially for team members who are less experienced in cloud storage.
• What types of restores does it offer? Another crucial factor to consider is how you can recover your data from cloud storage, if necessary.

Making a Buying Decision: The Intangibles

Lastly, don’t just consider the individual software and cloud storage solutions you’re buying. You should also consider the company you’re buying from. It’s worth doing your due diligence when vetting a cloud storage provider. Here are some areas to consider:

Stability

When it comes to crucial business data, you need to choose a company with a long-standing reputation for stability.

Data loss can happen if a not-so-well-known cloud provider suddenly goes down for good. And some lesser-known providers may not offer the same quality of uptime, storage, and other security and customer support options.

Find out how long the company has been providing cloud storage services, and do a little research to find out how popular its cloud services are.

Customers

Next, take a look at the organizations that use their cloud storage backup solutions. Do they work with companies similar to yours? Are there industry-specific features that can boost your business?

Choosing a cloud storage company that can provide the specs that your business requires plays an important role in the overall success of your organization. By looking at the other customers that a cloud storage company works with, you can better understand whether or not the solution will meet your needs.

Reviews

Online reviews are a great way to see how users respond to a cloud storage product’s features and benefits before trying it out yourself.

Many software review websites such as G2, Gartner Peer Insights, and Capterra offer a comprehensive overview of different cloud storage products and reviews from real customers. You can also take a look at the company’s website for case studies with companies like yours.

Values

Another area to investigate when choosing a cloud storage provider is the company values.

Organizations typically work with other companies that mirror their values and enhance their ability to put them into action. Choosing a cloud storage provider with the correct values can help you reach new clients. But choosing a provider with values that don’t align with your organization can turn customers away.

Many tech companies are proud of their values, so it’s easy to get a feel for what they stand for by checking out their social media feeds, about pages, and reviews from people who work there.

Continuous Improvement

An organization’s ability to improve over time shows resiliency, an eye for innovation, and the ability to deliver high-quality products to users like you. You can find out if a cloud storage provider has a good track record for improving and innovating their products by performing a search query for new products and features, new offerings, additional options, and industry recognition.

Keep each of the above factors in mind when choosing a server backup solution for your needs.

How Cloud Storage Can Protect Servers and Critical Business Data

Businesses have already made huge progress in moving to the cloud to enable digital transformations. Cloud-based solutions can help businesses modernize server backup solutions or adopt hybrid cloud strategies. To summarize, here are a few things to remember when considering a cloud storage solution for your server backup needs:

• Understand the pros and cons of on-premises backup solutions and consider a hybrid cloud approach to storing backups.
• Evaluate a provider’s cost, security offerings, integrations, and support structure.
• Consider intangible factors like reputation, reviews, and values.

Have more questions about cloud storage or how to implement cloud backups for your server? Let us know in the comments. Ready to get started? Your first 10GB are free.

The post Server Backup 101: Choosing a Server Backup Solution appeared first on Backblaze Blog | Cloud Storage & Cloud Backup.

Post Syndicated from Kari Rivas original https://www.backblaze.com/blog/whats-the-diff-file-level-vs-block-level-incremental-backups/

If you’ve stumbled upon this blog, chances are you already know that you need to be backing up your data to protect your home or business. Maybe you’re a hobbyist with over 1,000 digital movies in your collection and you lie awake at night, worrying about what would happen if your toddler spills juice on your NAS (let’s face it, toddlers are data disasters waiting to happen). Or you’re a media and entertainment professional worried about keeping archives of your past projects on an on-premises device. Or maybe that tornado that hit your area last week caused you to think twice about keeping all of your data on-premises.

Whether you have a background in IT or not, the many different configuration options for your backup software and cloud storage can be confusing. Today, we’re hoping to clear up one common question when it comes to backup strategies—understanding the difference between file-level and block-level incremental backups.

What’s the Diff: File-level vs. Block-level Incremental Backups

Let’s take it to the next level. Incremental backups back up what has been changed or added since your last full backup. Within the category of incremental backups, there are two standard options: file-level and block-level incremental backups. Many backup tools and devices, like network attached storage (NAS) devices, offer these options in the configuration settings, so it’s important to understand the difference. After you decide which type of incremental backup is best for you, check your backup software or device’s support articles to see if you can configure this setting for yourself.

File-level Incremental Backups

When a file-level incremental backup is performed and a file has been modified, the entire file is copied to your backup repository. This takes longer than performing a block-level backup because your backup software will scan all your files to see which ones have changed since the last full backup and will then back up the entire modified file again.

Imagine that you have a really big file and you make one small change to that file; with file-level backups, the whole file is re-uploaded. This likely sounds pretty inefficient, but there are some advantages to a file-level backup:

• It’s simple and straightforward.
• It allows you to pick and choose the files you want backed up.
• You can include or exclude certain file types or easily back up specific directories.

File-level backups might be the right choice for you if you’re a home techie who wants to back up their movie collection, knowing that those files are not likely to change. Or it could be a good fit for a small business with a small amount of data that isn’t frequently modified.

The diagram below illustrates this concept. This person performs their full backup on Sundays and Wednesdays. (To be clear, we’re not recommending this cadence—it’s just for demonstration purposes.) This results in a 100% copy of their data to a backup repository like Backblaze B2 Cloud Storage. On Monday, part of a file is changed (the black triangle) and a new file is added (the red square). The file-level incremental backup uploads the new file (the red square) and the entire file that has changed (the grey square with the black triangle). On Tuesday, another file is changed (the purple triangle). When the file-level incremental backup is performed, it adds the entire file (the grey square with the purple triangle) to the backup repository. On Wednesday, a new full backup is run, which creates a complete copy of the source data (including all your previously changed and added data) and stores that in the cloud. This starts the cycle of full backups to incremental backups over again.

Block-level Incremental Backups

Block-level incremental backups do not copy the entire file if only a portion of it has changed. With this option, only the changed part of the file is sent to the backup repository. Because of this, block-level backups are faster and require less storage space. If you’re backing up to cloud storage, obviously this will help you save on storage costs.

Let’s return to our scenario where full backups are performed on Sundays and Wednesdays, but this time, block-level incrementals are being run in between. When the first block-level incremental backup is run on Monday, the backup software copies just the changed piece of data in the file (the black triangle) and the new data (the red square). In the Tuesday backup, the additional modified data in another file (the purple triangle) is also added to the backup repository. On Wednesday, the new full backup results in a fresh copy of the full data set to the cloud.

Block-level incremental backups take a snapshot of the running volume and data is read from the snapshot. This allows files to be copied even if they’re currently in use in a running software program, and it also reduces the impact on your machine’s performance while the backup is running.

This backup type works better than file-level incremental backups when you have a large number of files or files that often change. If you don’t need to pick and choose which files to specifically include or exclude in your backup, it’s generally best to use block-level incremental backups, as they’re more efficient.

The only drawbacks to block-level incremental backups are that recovery may take longer, since your backup software will need to recover each piece of modified data and rebuild the file. And, because this style of incremental backup uploads modified data in pieces and parts, if one of those pieces becomes corrupted or is unable to be recovered, it could affect your ability to recover the whole file. For this reason (and plenty of other good reasons), it’s important to regularly include full backups in your backup strategy and not just count on incremental backups perpetually.

Ready to Get Started?

No matter which method of incremental backup you decide is right for you, you can take advantage of Backblaze’s extremely affordable B2 Cloud Storage at just $5/TB/month. Back up your servers or your NAS in a matter of minutes and enjoy the peace of mind that comes with knowing you’re protected from a data disaster.

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Post Syndicated from Molly Clancy original https://www.backblaze.com/blog/backup-solutions-for-medical-offices/

If you are responsible for the day-to-day maintenance of a medical office’s IT systems, including data backups, your job has never been more important. Since offices started shifting to electronic health records, managing IT systems for medical practices has presented a unique set of challenges—the amount of data you have to manage has grown, data is subject to HIPAA regulations, and recently, your data became even more of a target for cybercriminals as they zeroed in on health facilities over the course of the COVID-19 pandemic.

In 2020, 560 healthcare facilities were affected by ransomware according to a report by Emsisoft, a cybersecurity firm. Medical offices manage high volumes of personally identifiable information like social security numbers and patient data, and, as IT managers of medical offices can probably attest, they may not have the resources to afford dedicated cybersecurity staff, making them attractive to cybercriminals looking for vulnerable targets.

But, HIPAA requirements and cybersecurity aren’t the only reason to back up your medical practice’s data—your data is one of your most important assets and making sure it’s safe and accessible keeps your practice running smoothly.

Whether you outsource some of your IT tasks, like backups, to a managed service provider (MSP) or you manage everything in house with network attached storage (NAS) or other hardware, understanding backup best practices and the different cloud options available can help you make the best decisions to protect your important data.

In this guide for backing up medical offices, learn more about:

• Records retention.
• Backup strategies.
• Backing up NAS devices.
• Working with MSPs.

How Long Should a Medical Office Keep Records?

One of the first pieces of the puzzle to understand when planning your data backup strategy is how long you’ll need to keep medical records and the regulatory requirements that govern retention.

Unfortunately, there’s no standard timeline, and there are a lot of factors to consider. Each state has different rules and statute limitations. Some federal regulations apply as well. And different patients will fall under different guidelines—namely, you’ll probably want to retain records longer for minors. The easiest answer is to retain records for as long as the strictest rule applies.

Start to develop your retention policy by checking the state and federal regulations that may apply to your practice. The American Health Information Management Association provides a comprehensive guide on all of the state, federal, accreditation agency, and other regulations that apply to retention requirements here.

With all of these moving parts and an ever-growing data set, managing data storage for medical offices within budget can be a notorious balancing act. But, today, affordable cloud storage is making it easier for medical practices to establish much simpler and more robust retention strategies rather than fine-tuning and calibrating their strategies to manage data with limited on-premises resources.

What Is the HIPAA Regulation for Storage of Medical Records?

A common misconception is that HIPAA stipulates retention requirements for medical records. HIPAA does not govern how long medical records must be retained, but it does govern how long HIPAA-related documentation must be retained. Any HIPAA-related documentation, including things like policies, procedures, authorization forms, etc., must be retained for six years according to guidance in HIPAA policy § 164.316(b)(2)(i) on time limits. Some states may have longer or shorter retention periods. If your state’s period is shorter, HIPAA supersedes state regulations.

How Long Does a Medical Office Need to Keep Insurance EOBs?

Explanations of benefits, or EOBs, are documents from insurance providers that explain the amounts insurance providers will pay for services. Retention periods for these documents vary by state as well. Additionally, insurance providers may stipulate how long records must be kept.

The 3-2-1 Backup Strategy

If understanding how long you need to keep records is the first step in structuring your medical practice’s backup plan, the second is understanding what a good backup strategy looks like.

The 3-2-1 backup strategy is a tried and true method for protecting data. It means keeping at least three copies of your data on two different media (i.e. devices) with at least one off-site, generally in the cloud. For a medical office, we can use a simple X-ray file as an example. That file should live on two different devices on-premises, let’s say a machine reserved for storing X-rays which backs up to a NAS device. That’s two copies. If you then back up your NAS device to cloud storage, that’s your third, off-site copy.

The Benefits of Backing Up Your Medical Office

You might wonder why you need three copies. There are some compelling benefits that make a strong case for using a 3-2-1 strategy rather than hoping for the best with fewer copies of your data.

1. Fast access to files. When you accidentally delete a file, you can restore it quickly from either your on-site or cloud backup. And if you need a file while you’re away from your desk, you can simply log in to your cloud backup and access it immediately.
2. Quick recoveries from computer crashes. Keeping one copy on-site means you can quickly restore files if one of your machines crashes. You can start up another computer and get immediate access, or you can restore all of the files to a replacement computer.
3. Reliable recoveries from damage and disaster. Floods, fires, and other disasters do happen. With a copy off-site, your data is one less thing you have to worry about in that unfortunate event. You can access your files remotely if needed and restore them completely when you are able.
4. Safe recoveries from ransomware attacks. Keeping an off-site copy in the cloud, especially if you take advantage of features like Object Lock, can better prepare you to recover from a ransomware attack.
5. Compliance with regulatory requirements. As mentioned above, medical practices are subject to retention regulations. Using a cloud backup solution that offers AES encryption helps your practice achieve compliance.

What Are the HIPAA Regulations for Backups and Disaster Recovery?

The HIPAA Security Final Rule, which went into full effect in 2005, and the HITECH Act of 2009 outline specific requirements for how medical practices protect the privacy and security of patient information. The HIPAA text that applies to backups and disaster recovery can be found here and the HITECH Act can be found here. There are three main requirements:

1. Medical offices must have a data backup plan. The rule states that you must “maintain retrievable exact copies of electronic protected health information.”
2. Data at rest must be encrypted.
3. Medical offices must have a disaster recovery plan where data can be restored in a loss event.

You also need to document these procedures and test them regularly. Cloud backups help you achieve compliance with HIPAA and HITECH by keeping a copy of your data off-site while still retrievable.

Using NAS for Medical Offices

Many medical offices rely on NAS to manage their data on-site. NAS is essentially a computer connected to a network that provides file-based data storage services to other devices on the network. The primary strength of NAS is how simple it is to set up and deploy.

NAS is frequently the next step up for a small practice that is using external hard drives or direct attached storage, which can be especially vulnerable to drive failure. Moving up to NAS offers medical offices and independent practitioners a number of benefits, including:

• The ability to share files locally and remotely.
• 24/7 file availability.
• Data redundancy.
• Integrations with cloud storage that provides a location for necessary, automatic data backups.

If you’re interested in upgrading to NAS, check out our Complete NAS Guide for advice on provisioning the right NAS for your needs and getting the most out of it after you buy it.

Hybrid Cloud Strategy for Medical Practices: NAS + Cloud Storage

Most NAS devices come with cloud storage integrations that enable businesses to adopt a hybrid cloud strategy for their data. A hybrid cloud strategy uses a private cloud and public cloud in combination. To expand on that a bit, a hybrid cloud refers to a cloud environment made up of a mixture of typically on-premises, private cloud resources combined with third-party public cloud resources that use some kind of orchestration between them. In this case, your NAS device serves as the on-premises private cloud, as it’s dedicated to only you or your practice, and then you connect it to the public cloud.

Some cloud providers are already integrated with NAS systems. (Backblaze B2 Cloud Storage is integrated with NAS systems from Synology and QNAP, for example.) Check if your preferred NAS system is already integrated with a cloud storage provider to ensure setting up cloud backup, storage, and sync is as easy as possible.

Your NAS should come with a built-in backup manager, like Hyper Backup from Synology or Hybrid Backup Sync from QNAP. Once you download and install the appropriate backup manager app, you can configure it to send backups to your preferred cloud provider. You can also fine-tune the behavior of the backup jobs, including what gets backed up and how often.
Now, you can send backups to the cloud as a third, off-site backup and use your cloud instance to access files anywhere in the world with an internet connection.

Using an MSP for Medical Practices

Many medical practices choose to outsource some or all IT services to an MSP. Making the decision of whether or not to hire an MSP will depend on your individual circumstances and comfort level. Either way, coming to the conversation with an understanding of your backup needs and the cloud backup landscape can help.

When seeking out an MSP, make sure to ask about the cloud provider they’re using and how they charge for storage and data transfer. And if you’re not using an MSP, compare costs from different cloud providers to make sure you’re getting the most for your investment in backing up your data.

Cloud Storage and Your Medical Practice

Whether you’re managing your data infrastructure in house with NAS or other hardware, or you’re planning to outsource your IT needs to an MSP, cloud storage should be part of your backup strategy. To recap, having a third copy of your data off-site in the cloud gives you a number of benefits, including:

• Fast access to your files.
• Quick recoveries from computer crashes.
• Reliable recoveries from natural disasters and theft.
• Protection from ransomware.
• Compliance with HIPAA requirements and other federal and state regulations.

Have questions about choosing a cloud storage provider to back up your medical practice? Let us know in the comments. Ready to get started? Click here to get your first 10GB free with Backblaze B2.

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