File Sharing Tools Are Not A Proper Data Backup Solution. Here’s Why.

file sharing tools not a proper data backup solution
Why File Sharing Tools Are Not A Proper Data Backup Solution

A data backup solution is crucial to protect and maintain a business’s operations especially in Malaysia. As more companies move their data to the cloud, staying current with rapidly changing technology is more critical than ever.

However, one of the big mistakes many businesses make is thinking that cloud storage (or file sharing tools) is the same as a cloud backup.

In this article, we will discuss the differences between cloud storage and backup and why file sharing tools are inadequate as a business’s data backup solution.

What is the Difference Between Data Backup and Cloud Storage & Sharing?

Cloud Data Backup

A cloud data backup will copy and archive your files onto a remote server. This ensures your files and data can be easily recovered in case of a system failure, cyberattack or natural disaster.

While both terms may seem similar at first glance, they are not. Moreover, businesses are not advised to use file sharing tools as part of their data backup solution.

Related topic: Why you need Cloud Managed Backup Services

Cloud Storage & Sharing

File sharing services are designed to work as a network of connected data servers you can use to share and access your files across multiple devices.

Moreover, as files are updated, so is the version in the cloud. Examples of file sharing services include Dropbox and Google Drive.

Related topic: Set up your backups with reliable Acronis Cloud Storage

Why Businesses Should Not Use File Sharing Tools As Their Data Backup Solution

file transfer data protection

Data protection has always been an important issue for businesses. Many business owners understand that they should move their data to the cloud for safekeeping.

However, far too many think that file sharing tools are enough. Yes, businesses are backing up their data, but they’re actually just storing a copy in a live cloud-sharing service.

A proper data backup means storing your data away from where it was created. Your data is also much more protected compared to simply creating or storing data on a cloud storage server.

Here are several other reasons why file sharing tools are not a replacement for a proper data backup and recovery solution.

1. Cloud Storage have Retention Policies

Cloud storage services have file retention policies for deleted items. This means you could lose files that you thought would be saved in the ‘trash’ until you physically removed them.

For example, with Google Workspace, data is automatically deleted forever once the default retention period expires after 30-55 days.

2. Cloud Storage Can Fall Victim to Ransomware & Malware Attacks

Cyberattacks can occur in various ways, such as through insecure and fraudulent websites, software downloads and spam mail.

And while cloud storage services offer protection against ransomware, they are not entirely immune to it.

Moreover, you will be left at a complete loss if your device is infected with ransomware that then spreads to your other cloud storage accounts.

3. Data Can Be Deleted

With cloud backup, you can grant different levels of access to your employees. Therefore, your data is highly secured, and you will reduce the risk of unauthorised persons deleting your business’s data.

However, the same cannot be said for file sharing tools. All your employees will have access to the business’s data and can accidentally (or maliciously) delete them, leaving your business at risk.

4. Data Loss Due to Syncing Errors

Another way that you can lose data from a cloud storage account is through syncing errors.

If something goes wrong with your device while syncing your data, your files can potentially be deleted or corrupted.

5. Files Can Be Overwritten

A cloud storage service will keep the latest version of a file available. Any changes made to a file are automatically reflected on a synced device or directly in the cloud programme.

However, this means that you will be unable to obtain the initial copy of your file.

Read More: Understanding RPO and RTO to Better Strategise Disaster Recovery

Stay Protected With Aegis

Businesses need to adopt backup and recovery solutions that keep their files secure. This is because downtime and loss of access to critical data can negatively impact any organisation’s revenue, productivity, and reputation.

At Aegis, our services are designed to help our clients build and maintain business resiliency. Aegis Cloud Endpoint Backup automatically backs up data in all their endpoint devices and protects their business’s operations from downtime and data loss.

With our hassle-free maintenance and management cloud backup and disaster recovery solutions, our clients can rest easy knowing their data is safe.

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