In this new age of cloud-based entrepreneurship, more businesses are created having never touched a local server, relying instead on Google Drive, OneDrive, Dropbox, or other cloud systems for file storage and sharing. This shift has made collaboration easier in many ways but runs the risk of creating a false sense of security about data safety. When everything lives online, it’s easy to assume your files are automatically protected. Unfortunately, that’s not always the case.
What is Cloud Data Storage?
Cloud storage tools like Google Drive and OneDrive allow you to store files on their servers and access them through your browser or directly from your computer using their sync apps. This is convenient, but it comes with a risk. Cloud providers are not required to keep multiple copies of your files or guarantee recovery if something happens to them, unless that service is included in the agreement. If you delete a file or overwrite it with a newer version, that change usually syncs across all connected devices. The original version may be gone for good.
Many providers offer limited file versioning (who changed what and when did they change it) and recovery options. However, these are not substitutes for a true and/or safe backup. They’re collaboration tools designed for accessibility, not long-term protection.
The Ransomware Problem
One of the biggest threats to our data is ransomware. Ransomware is software used to extort money from an individual or organization by encrypting or blocking access to applications or files on a computer system until a sum of money is paid. Traditionally, ransomware would target files on a local computer/terminal. However, today’s attacks target not only your computer but also any connected cloud storage.
A single compromised account can allow an attacker to encrypt or delete files in your synced drives. If that happens, devices linked to that account may sync those changes, spreading the damage instantly. If your cloud provider doesn’t guarantee a backup, your files could be permanently lost.
How Backups Protect You
A backup is a separate copy of your data stored in a secure location that is separate from where you keep it when it’s in use. Following the 3-2-1 rule of backups (3 copies, 2 forms, 1 offsite) to replicate your information across forms that cannot be altered by normal sync processes, natural or environmental disasters, or ransomware attacks. This is a crucial part of your organization’s resilience.
Services like Backblaze, Carbonite, or IDrive specialize in this kind of protection. They automatically back up files from your computer and, in some cases, from your connected cloud drives. If you ever lose access to your files, they can send you copies on a drive or restore them securely online. Because the backup is stored separately, it remains safe even if your synced cloud files are compromised.
Hardware-based disk systems like Synology also offer hybrid backup options. They allow you to back up your files locally or to another secure location and also a cloud system. This gives you another layer of protection beyond cloud-only services. They often require some additional setup and may have an impact on your energy bill, but allow for a broader range of protection.
How to Use Sync & Backup Together
The best approach combines convenience with safety. Use your cloud storage for sharing and collaboration but pair it with an automated backup solution. This keeps your files accessible day to day while being protected from accidental deletion, sync errors, or attacks. Backing up your data now is simpler and more affordable than you may realize. And it can prevent hours of recovery later!