Choosing the best data storage solution
Data management and protection is key to the success of your business, whether it is your customer database, financial reports, inventory, trend analysis or company expansion plans. After all the effort to collect your information, insufficient or inadequate storage can break your momentum and stunt your business growth.
How and where you store your data can also give you peace of mind. In addition to basic CD, DVD, or even tape drives, there are currently two ways to do this:
1. hand storage: fixed/internal (inside your computer) or portable (external hard drives)
two. Online: off-site storage by another party
storage at hand
Magnetic hard drives (HDDs) have been the computing standard since the 1950s when it comes to data storage, and only in recent years have solid-state drives (SSDs) been introduced to the general public. While you’re already familiar with HDDs, SSDs are basically very high-capacity flash drives, giant cousins to the ubiquitous little thumb-sized widgets you see dangling from lanyards or key chains.
No moving parts, SSD:
– come with faster data access
– they have more protection against vibrations, extreme temperatures and dust than hard drives.
– are lighter (and currently more expensive) than HDDs and are primarily designed for portability, speed, and laptop success.
The latest portable hard drives, whether they are HDDs, SSDs, or a hybrid of the two, basically offer:
– private protection: they can store all their data on the drive itself and not on the PC you are currently using, using strong file encryption.
– Synchronization of files from your PC, with the push of a button
– USB 2.0 plug and play capabilities
– Some can even reboot, recover, and revert your PC from system crash or virus/spyware damage, as long as you’ve backed it up.
online storage
Online storage means that your data is stored in the space designated by a third party. While you should always keep a backup of your current, frequently used, or up-to-date information Y by hand, and archive your older, rarely used but still valuable files for reference purposes, online storage can provide good secondary protection in case your primary backups are damaged.
Most online storage or backup services have their own client software that allows you to use their services as if they were just extensions to your desktop, allowing drag-and-drop execution. They generally offer the same features, allowing you to select certain files to back up or schedule a full backup in one of two ways:
– differential (services back up your data in real time)
– incremental (backing up an open file as you change it).
You can also share files online, allowing selected people to access designated files on the site’s server. This is a good substitute for sending large attachments via email, as different email services have different attachment limits and mailbox sizes. Business owners can share their documents with remote users as needed.
Many storage servers also use one type of encryption when you upload or download your files and another type of encryption to protect your data on their servers. For additional protection, they can also keep backup copies of your files in physically secure locations off-site.
Online storage comes in two flavors: free or paid. Some companies offer free storage up to a certain limit, and you start paying once you exceed it. Other companies have “pay as you go” schemes where you only pay for the storage you use.
Different companies also offer various backup services. There are dozens of them out there. To get started, check out Data Deposit Box, Xdrive, Humyo, or Mozy, among others.
A little advice about free storage:
If you use Mozilla Firefox and have a Gmail account, which has about 2 GB of space, a simple plugin called Gmail File Space – gspace 0.2 can turn your Gmail into an online storage solution, allowing you to send files from your computer. to your Gmail account. This plugin allows you to bypass the 10 MB limit that Gmail imposes on email attachments. Caution: Do not upload more than 2 GB of data in a day, or your account may be temporarily disabled.
Whether free or not, please note the following:
Carefully consider what kind of data you store online. The service may be encrypted, protected by a firewall, and the data stored in a nuclear bunker, but your files can be accessed by employees who handle everything else on the back end. Remember the problem with Pres. Was Obama’s confidential passport information accessed (this was when he was still a candidate)? If your business relies on proprietary designs, top-secret recipes, or cut-throat formulas before you read, think very carefully about where you put it and who can access it.
Compatibility – Data storage companies with their own client software often design them with Windows in mind. Check the fine print.
Automation saves you from doing it yourself. The best services give you a variety of options for how and when to back up. Backup full, incremental, daily, off-peak nightly, only when you want or on a scheduled time, it’s your choice.
The speed of your Internet connection determines how fast your backup goes. From dial-up to DSL, broadband and T1, speed determines the time spent uploading files.
Redundancy. Always have a backup, somewhere you can get to quickly. Hardware failure. Software corruption. Acts of God. hackers Virus and malware. Children act. Catastrophic data loss. Pet Acts. As in investing, diversify. Protect your critical data.
Choose the best fit
· Bigger is not always better.
Think about your current and future needs. Are you expanding soon? Would you need a larger embedded database that would require more disk space, or are you just starting out, testing the waters with a little extra moonlighting?
Waiting a few months for prices to drop as newer hardware comes on the market is fine if your business isn’t particularly time-sensitive, especially as manufacturers continue to refine problems and add more features. You can also try the free online services to see which one suits your needs best if you don’t want to commit to your paid service.
· Consider your budget.
The larger unit with bells and whistles on top won’t work if you don’t maximize its use, or if you really need that much space. Save your money for more crucial aspects of your business. Someone who goes online once or three times a week to verify their eBay account has different requirements than a powerful seller running an international online store.
Location is key.
Okay. All your data is backed up by the wazoo. Cool. Except it’s on the same computer, maybe a separate hard drive or an external hard drive in the same physical location. Or maybe in DVD cubbyholes in the closet.
Thieves can get in. Accidents happen. Lightning strikes, fire strikes, those nasty mutated ants that keep popping up and nesting in your PC case… and with the weather as unpredictably fierce as it is today, you may not be able to afford that anymore. Flash floods are not good for basement offices. And file recovery services can be deadly expensive for your small business.
You travel a lot? Smaller laptops make more sense. Lighter and less strain on your shoulders when you store it in your laptop bag. Online storage allows you to access your files from any computer with an Internet connection.
Maybe you just need to archive older data from your PC. A desktop drive is an external drive that you simply plug in for backup. It sits right on your desk with your monitor and doesn’t take up as much space as a PC case. Some of the smaller models are as big as a paperback novel in an upright position. Or maybe a small folder.
In the short term, think about your budget and your real needs. Long-term: Think about your potential expansion needs and system upgradeability. Try various combinations to find the best balance between functionality and flexibility that suits your needs. But either way, and in any case, back off.