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What is the best method for data storage?


If you’ve ever changed mobiles and lost years' worth of photos, you know how frustrating data loss can be. But the risk goes well beyond a few missing holiday pics. 


Imagine your database crashes and all of your customer files are gone. There could be years of records that are irretrievable, causing a huge headache for your business and loss of trust from your customers. This isn’t a rare circumstance; it happens more than you’d like to think.


Over 60% of small businesses that suffer major data loss shut down within 6 months (largely due to lost trust, downtime, and financial impact).


We speak to customers all the time who want help retrieving data from corrupt drives. Of course, we’ll do what we can. But, sadly, it’s often too late.


If you’re storing all of your data on one device, one hard disk, you’re putting yourself at a massive risk.


An external hard drive plugged into a laptop device

Data security risks


You can never be certain that a piece of hardware or software will be around forever. How many files would you lose, for example, if Google Drive were to crash? Have you stored your data anywhere else?


Most people assume data loss only happens when a computer “breaks”. In reality, we see it caused by:


  • Accidental deletion

  • Software updates going wrong

  • Power surges

  • Water or fire damage

  • Theft

  • Ransomware and viruses



The ancestral method/ The 3-2-1 back-up strategy


This proven principle helps prevent complete data loss by ensuring redundancy across different types of media and locations.


We recommend storing all of your important data in at least 3 separate forms of storage (ie. one locally, one externally, and one ‘in the cloud’). This way, should the worst happen, you’ll have back-ups of all your crucial information.


Now let’s discuss your different storage options…



Data storage solutions


Internal (local) storage: This is the storage pre-built on your device. When you save a document on your computer, the information is stored on your device, where it can be accessed quickly whenever you need it. 


External storage: This refers to any form of physical storage outside of your computer. It could be an external hard drive, a USB, or a NAS box (Network Attached Storage). We recommend housing these in a different place than your computer; that way, if (heaven forbid), a fire were to break out in your office, the original data storage (your computer) and the backup (USB drive) are not equally affected.


Cloud storage: It can be tempting to think that your cloud data is safe and protected. But, you’d be wrong. Should anything happen to the cloud solution you are using, that data will be gone. For example, if you were to save all of your data on OneDrive, and OneDrive servers went down or got hacked, your data would be at significant risk.


Cloud storage


Pros and Cons of Storage Options


Internal (local): ✅ Fast and convenient ❌ First thing lost if your device fails


External: ✅ Affordable and portable ❌ Easy to lose, damage, or forget to update


Cloud: ✅ Accessible anywhere, protected from physical damage ❌ Still vulnerable to hacks, outages, and account lockouts


There are risks and rewards for each method. But one thing is clear: putting all your eggs in one basket leaves you open to data loss.



Maintaining your backups


Once you’ve implemented a secure data backup strategy, you need to ensure that it keeps working for you. Unfortunately, it isn’t enough just to set up backups of your files you need to test, check and review the process to ensure that you are fully secure. 


Here are some tips on maximising your success with data backups…



Best practice for saving data

  • Back up at least once a week


  • Automate it where possible


  • Test your backups (open a file, don’t just assume)


  • Keep one copy offline


  • Use strong passwords and MFA for cloud access







 
 
 

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