As the volume of data explodes, public relations firms find that backing up data becomes more challenging. Many move data to “the cloud,” storing data on an online network, typically hosted by a third party such as Amazon AWS, Microsoft Azure, RedHat or Dropbox.
Most any firm that has lost critical client or business data because of a computer or database failure is a likely candidate for data storage in the cloud. According to TechRadar, at least 65% of businesses have lost their data due to human, hardware or software error.
Edelman, the world’s largest PR firm, found that it could save more than 50 percent with cloud-based data storage. Rather than refreshing its legacy data protection infrastructure, Edelman chose Nasuni to provide primary storage and data protection for its 68 offices.
“Whether they’re in PR, advertising or publishing, media companies are all experiencing the same challenges: data is growing faster than the traditional storage infrastructure can scale,” said Andres Rodriguez, CEO of Nasuni, in a news release. The cloud, he said, can “free data from the shackles of traditional hardware” with unlimited capacity, access from anywhere and “unparalleled resiliency.”
While many businesses agree with those sentiments, some technology firms caution that cloud-based services pose disadvantages.
Disadvantages of the Cloud
While usually fast and convenient, the cloud becomes inaccessible when internet service stops.
Heavy traffic and insufficient bandwidth will slow upload and download speeds.
Companies in heavily regulated industries, such as financial services, healthcare and publicly traded companies, can face regulatory hurdles to storing data with a third party.
Ongoing costs can add up over time. While initial costs are small, extra costs for increased performance and upgrades can boost costs over time.
Some people worry about security, especially for keeping valuable or private data confidential. Experts recommend taking precautions when managing permissions for files, allowing third-party vendors to access files, or moving data on public Wi-Fi networks. They urge researching options to find a cloud storage solution committed to protecting information.
Pros & Cons of Cloud Storage
The cloud offers key advantages: It’s generally safer, better protected and less costly than back- up systems housed in corporate offices or co-hosting facilities. It is unlikely to become obsolete and it enables content collaboration, an increasingly important facet of business.
However, it’s definitely not a “piece of cake” to move proprietary software and databases to the cloud from an owned system. The process is much more difficult, time-consuming and costly than cloud proponents say.
If businesses use a cloud-based service, it may be difficult or impossible to move their software and data to a different cloud hosting platform, should they find a better deal, says Islam Essam, co-founder of SimpleBackups. As competition between platforms has become fierce and options continually change, businesses will eventually desire to change platforms when they find higher quality or better value.
The alternative is a company-owned system of backup file storage in the corporate offices or on corporate servers in a co-hosting facility. “Break-free of web hosts when you need to, simply said, OWN your own backups,” Essam urges. Online backup services let organizations own their own backups and maintain them on their own storage, letting them switch platforms when they chose.
Don’t Lose that Data
Whatever option you chose, it’s critical to protect against loss of your data from malfunctions or hackers. Loss of data – including cloud server files, websites hosted on a cloud server, or databases powering your ecommerce website, web and mobile applications – can devastate a business. If businesses lose data, their applications or websites do not function properly and the resulting downtime leads to lost sales, lost leads or even lost customers. More than a few businesses have succumbed to loss of computer data.
Because PR and marketing firms depend so heavily on their computer systems, every corporate server, desktop computer, and laptop in the firm must be backed up, including all operating software, word processing and spreadsheet files, and databases. All owned servers should have RAID (Redundant Array of Inexpensive Disks or Drives, or Redundant Array of Independent Disks) arrays with multiple disks for redundant data storage. Backup of email files on the email server or individual computers is critical. An automated daily backup at night is best. No one remembers to do a manual backup every day.
“We simply don’t imagine that our business or clients’ websites and databases will just evaporate overnight. But if you are not prepared, then the loss can be permanent and there is no going back when it is too late,” Essam warns.
Bottom Line: Experts tout the cloud as the ideal option for backing up data. At least some PR firms find online data storage attractive. However, some experts warn the cloud has disadvantages and may not be the best choice for all organizations.
William J. Comcowich founded and served as CEO of CyberAlert LLC, the predecessor of Glean.info. He is currently serving as Interim CEO and member of the Board of Directors. Glean.info provides customized media monitoring, media measurement and analytics solutions across all types of traditional and social media.
