What’s the difference between File sharing and Backups?
Backup means making a copy of your data away from the primary place of data creation. Files Sharing on the other hand, works by distributing or providing access to data such as Multimedia, Documents or E-books, Computer programs, etc.
Sounds Simple, Right?
While both manages data, but their business functions are different. The goal for file share is sharing and accessing data online very efficiently & smoothly. Whereas, Backups goal is more towards providing enhanced protection against data loss.
Yet, there are misconceptions regarding the same.
For a file-sharing system, you can subscribe to any of the service providers Like Google drive, One-drive, Workdocs, etc. to create multiple users like an Active Directory giving them their logins & permissions and share the data on these.
|"At Ace Data we practice this internally when we want to share our data with other users using One-drive available in the default Office 365 subscription"|
You can share your data even with users outside your organization or your domain. Especially for small organizations, this is a very useful way of collaborating and sharing data on projects with other team members.
I met a CA firm a couple of months ago who was struggling with the fact that it had many end-users in the central office along with remote customer site locations. They finish their work and find it difficult to email the reports to their Head Office. Even if they do, someone then must segregate & search the emails to find out the data for the respective project & the date. They said it becomes more difficult when the respective team member is either on leave or has left the organization.
File sharing tools are not exactly backup tools. Rather, you may consider or partially use them as backup destinations.
A true backup means making copies of your data away from the primary place of data creation. It also offers much more protection than simply creating or storing data on a file-sharing tool.
Therefore, using a backup solution alongside file sharing drives can place you in better business alignment.
Now, we have a daily copy with us on the cloud without user intervention. No data loss and administrator has control over all the data created. Project team members & managers can access shared data as well.
The only thing where backups are not as good as file sharing is that to access a backed-up file, you need to restore it. Backed up files are not stored in native formats and not everyone can access or even restore anyone else’s files.
This is not a limitation or a complication. Backups are meant to keep your data safe & protected.
Both these methodologies have their purpose complementary to each other. Just using a file share solution does not protect all your data from accidental loss or malicious deletions. They are good for sharing especially across the globe and working collaboratively with remote teams whereas backups keep them protected for you based on your compliance requirements and policies.
Backups applications now support SaaS-based backups as well. You can backup your Office365 & Google Apps data.
Backup services come with a pay per use model. Pay per GB of stored data without forcing you to pay for licenses for multiple devices or data sources so you can opt for such backup services and enjoy the benefits of data protection.
Use them together to get the synergy for your organization.
To learn more, check out this 6 Backup features to look for in 2020 next.