When it comes to recovery, however, file-sharing services are a mixed bag. On the one hand, being able to recover a single file or subset of files at the click of a button is great.
Recovering a large amount of data, as in the case of a total system failure, is another story. Sorting through duplicate backups and then recovering all your files can be a time-consuming process (not to mention the fact that you’ll have to rebuild your system environment from scratch). Even worse, people using file-sharing services have recounted horror stories of permanently losing chunks of data due to system bugs and syncing issues.
If your organization is subject to regulatory requirements such as HIPAA or FFIEC, file-sharing services present yet another set of challenges, because they don’t have adequate built-in measures for protecting sensitive information. For instance, even though data might be encrypted while it’s stored within the service’s interface, it’s not protected if the files are shared. One company even discovered that links to people’s personal tax returns and mortgage applications were showing up in pay-per-click ads.
While file-sharing services do have benefits, it’s important to remember that even though some vendors offer solutions that are marketed for enterprise use, they were originally designed for the individual consumer and don’t readily translate to a business-wide backup solution.
System-Based Backup Solutions
Earlier we mentioned that in the event of a total system failure, a file-sharing service is only helpful for recovering files. This is one of the areas where system-based backup and recovery solutions offer a clear advantage: They create copies of your operating systems, configurations and data and then back them up to a storage appliance or cloud service.
When a total system recovery is necessary, you can recover the image to the destination hardware without having to manually reconfigure the system. To shorten recovery times, save on storage space and reduce bandwidth, you can use deduplication to back up only the unique versions of a file, as opposed to keeping copies of each file every time it’s saved.
System-based solutions can also be ideal for maintaining compliance — especially because, as FFIEC guidelines state, “The primary risk associated with data and program back-up is the inability to recover systems, applications, and data in case of a disaster or other disruptive event.” To find out if a specific solution meets compliance requirements, verify that the vendor has undergone an audit such as Service Organization Controls 2.
Best of Both Worlds
Have you encountered challenges from file-sharing services that we didn’t cover in our post? Share them with us in the comments!