Backing Up Your Files To The Cloud – Which Service Is Right For You?

Backing up your important files and documents is critical to avoid losing them forever in the event of hardware failure, theft, or disaster. Choosing a cloud backup service can provide an easy and secure way to protect your data. But with so many options to choose from, how do you select the right cloud backup service for your needs?

Compare the Major Cloud Backup Services

There are several major players in the cloud backup space that offer robust features at reasonable prices. Here is an overview of some of the most popular options:

Dropbox

Dropbox is one of the first names that comes to mind for many people when thinking of cloud storage and syncing.

• Pros: Dropbox offers an easy-to-use interface, file versioning up to 30 days, sharing features and collaborative working capabilities. There are desktop, mobile and web apps so you can access files from anywhere.

• Cons: Storage is limited on the free plan at just 2GB. Paid plans offer more storage but can get expensive for large amounts of data. Less control over backups and limited restore capabilities.

Google Drive

As part of Google’s G Suite, Google Drive provides tight integration with Google’s other services.

• Pros: Simple interface. Works across devices with mobile apps and website access. Can easily collaborate on Docs, Sheets and other Google file formats. Offers powerful search for finding files quickly.

• Cons: No version history on standard Google Doc formats. Less control over backups. Only offers basic file restore capabilities.

iDrive

iDrive offers fully-featured backup solutions for individuals and teams.

• Pros: Good balance of usability and control over backups. Device syncing across desktop and mobile. File versioning up to 30 previous versions. Supports full system image backups.

• Cons: Pricing can get high for large amounts of storage and multiple systems. Less collaborative sharing and working capabilities.

CrashPlan

CrashPlan focuses on flexible and secure backup options for home users and businesses.

• Pros: Customizable backup schedules and options. File versioning with unlimited file versions. Supports mobile and PC/Mac backups. Strong security and encryption.

• Cons: Interface can be confusing for some users. Requires more technical knowledge to manage backups. Lacks online collaboration features.

Determine How Much Storage You Need

One of the most important factors in choosing a cloud backup service is understanding how much storage space you’ll require. Here are some tips for estimating your needs:

• Inventory your devices – Make a list of all computers, external drives, smartphones, tablets and other devices you want to back up.

• Calculate total storage – Add up the used space on all devices to estimate your total storage needs. Allow for future growth too.

• Consider redundant data – Your data may exist on multiple devices, so your total needs likely won’t equal the sum of all devices. But it’s better to overestimate a bit.

• Factor in file versions – Services with versioning take up more space over time. Check if versions count against your storage limits.

• Evaluate compression – Some services compress files before uploading to reduce space requirements. Just beware this can affect backup and restore times.

Getting an accurate sense of your storage requirements will help you choose the right service plan and avoid any limitations down the road. I underestimated my storage needs early on and quickly had to upgrade plans to accommodate growth, so learn from my mistake!

Take Advantage of Free Plans When Possible

While free cloud backup plans offer limited space and features, they can provide a great starting point.

I recommend using a free plan like Dropbox, Google Drive or CrashPlan in the following cases:

• When you only have a small amount of data to back up. For example, important documents and a few folders of other files.

• For secondary backups to complement a primary paid service. Added redundancy for critical files provides peace of mind.

• To try out a service and get familiar with the features and interface before committing.

• For sharing select files that don’t require a lot of space. Collaborative working and sharing requires no payment.

Just be sure to understand the limitations of the free plan in terms of space, features, and retention periods. But take advantage of free options when it aligns with your use case – getting something for nothing is great!

Evaluate Backup and Restore Processes

A key differentiator between services is the backup and restore process. Consider the following:

• Backup frequency – How often are files scanned for changes and backed up? Can you set custom schedules?

• Restore interface – Is restoring files easy through the website and apps? Do you need to install special software?

• Version retrieval – Can you easily access and restore previous versions of files? How far back does versioning go?

• Device and system restore – Does the service allow full restores back to a device or computer system?

• Deleted file restore – How long can you recover accidentally deleted files from the cloud?

• Shareable restore links – Can you create links to share restored files with others?

Testing out restores is important when evaluating services to ensure the process works as needed if you ever lose data. Treat restores like practice drills for the real thing!

Security Should Be a Top Consideration

Since your data resides on servers controlled by the cloud provider, security is a major factor. Here are key things to examine:

• Encryption – Your files should be encrypted both during transmission and at rest on their servers. Verify the encryption protocols used.

• Private keys – With client-side encryption, the service provider does not actually have access to your encryption keys. This further enhances security.

• Authentication – Robust password policies, two-factor authentication and other security access measures are a must.

• Data centers – World-class data centers with physical and digital security protections add assurance your data is safe.

• Compliance – Adherence to regulations like HIPAA, FERPA, GDPR or CCPA may be required depending on your data.

• Audit reports – Independent audits by reputable firms can validate security controls and procedures.

While no service will be 100% immune to security threats, evaluating their security posture can help quantify the risks.

Free Up Your Internal Storage

One of the best parts about relying on a cloud service is no longer needing to have all your files stored locally.

I strongly recommend configuring backups to not duplicate everything on your devices once it’s copied to the cloud. Sure, maintain copies of actively used files locally, but for long-term archiving, let your cloud service do the hoarding for you!

Freeing up local storage provides huge benefits:

• Speeds up your device – Less strain on storage improves performance.

• Avoids running out of space – No more panicked deleting to open up room.

• Obtain cheaper hardware – With cloud space, you can get a smaller SSD laptop.

• Reduces risk of loss – All your files aren’t in one place vulnerable to a single failure.

Getting into this habit takes some trust in the cloud service, but learning to minimize local storage is great practice. Treat your hard drive like sacred space!

Weigh the Importance of Tech Support

When something goes wrong with your backups, timely technical support can be critical. Consider these factors around tech support:

• Channels – Are responsive support reps reachable via live chat, phone, email, social media?

• Availability – What are the support hours? Is 24/7 support available for emergencies?

• Self-help options – Is there a searchable knowledge base, FAQs, tutorials, or community forums available?

• Remote assistance – Can reps connect to your system remotely to troubleshoot issues?

• Response times – Are guaranteed response times provided based on priority level?

• Language support – Can you get support in your native language if not English?

Having reliable tech support gives assurance that problems will get promptly resolved. Lacking good support can lead to frustrating delays.

Choose a Service Matching Your Use Cases

In the end, reflect on your specific use cases and priorities to determine the right service for your needs:

• If you collaborate heavily on work files, Dropbox and Google Drive have excellent sharing and simultaneous editing capabilities.

• For comprehensive backup of your whole PC or Mac system, iDrive and CrashPlan are great choices.

• If you primarily need to back up important personal documents, the free tiers on Dropbox or Google Drive should suffice.

• For maximum security and encryption, CrashPlan is hard to beat with client-side key management.

• If you need terabytes of storage for many devices and file versions, iDrive scales cost-effectively.

Considering factors like your storage needs, security priorities, specific features and budget will guide you to make the optimal decision.

The most important thing is to just get started! Don’t let finding the “perfect” service be an excuse to further delay safeguarding your data. Your memories and files are too valuable to put at risk.

Questions to Assess Your Needs

Answering these questions can help you zero in on the right provider:

• What types of data and devices do you need to back up?

• How much cloud storage will you require currently and in the future?

• Do you need to collaborate with others on work files?

• How frequently should backups run? Daily? Continuous?

• Do you need granular restores of previous file versions?

• Is complete system image backup and restore important?

• What is your budget for a cloud backup service?

• How critical is responsive, quality technical support?

• What security standards like encryption should the provider adhere to?

• How easy to use and intuitive do you need the interface to be?

Once you have the answers to these questions, you’ll be on your way to selecting the ideal cloud backup service for protecting your irreplaceable data! Let me know if you have any other questions as you evaluate options – I’m always happy to help.