If you have ever wondered whether cloud backup or on-site backup is the better choice, you are asking the right question. The honest answer is that each one protects you from different problems. Before you choose, it helps to picture the bad days you are planning for, and then see which option copes with each one.
How each type of backup actually works
An on-site backup stores copies of your files on equipment you own and keep in your premises, such as a network storage box or an external drive. You can reach it over your own network, so nothing depends on the internet.
A cloud backup sends encrypted copies over the internet to a secure data centre run by a provider. Your data sits somewhere else entirely, and you pull it back down when you need it.
Where on-site backup wins
Local copies are fast. Restoring a single deleted folder, or even a whole server, from a device in the next room is usually quicker than downloading the same data over a broadband line.
It also gives you direct control. You decide where the device lives, who can touch it and how long you keep old copies. There is no monthly fee per gigabyte, although you do pay for the hardware and its eventual replacement.
The weakness is obvious: anything that hits your building hits your backup too. Fire, flood, theft and a power surge can all take out the originals and the copies in one go.
Where cloud backup wins
Cloud backup is your protection against the whole-premises disaster. If the office is unusable, your data is safe elsewhere and you can restore it to new equipment from anywhere with a connection.
It is also easier to keep running. A good provider monitors jobs, alerts you to failures and handles the storage hardware, so there is no drive in a cupboard that quietly stopped working months ago.
The trade-offs are worth knowing:
- Large restores depend on your broadband speed, so a full recovery can take longer than you expect.
- Costs usually grow as your data grows.
- You need to understand where your data is stored, which matters for UK GDPR. Check what your provider tells you about data location and security.
The risk both options share: ransomware
Ransomware is malicious software that locks your files and demands payment. Criminals know that backups are your way out, so they try to find and delete them first.
A backup that is permanently connected to your network can be encrypted along with everything else. Look for copies that cannot be changed or deleted for a set period (often called immutable backups), or that are kept disconnected from your day-to-day systems. This applies to both cloud and on-site setups.
A sensible middle route: the 3-2-1 approach
A well-known rule of thumb is to keep three copies of your data, on two different types of storage, with one copy held away from your premises. In practice, that means your live files, a local backup for quick restores, and a cloud copy for disasters.
For most small firms in West Sussex, this combination is the practical answer. The local copy handles the everyday “I deleted the wrong file” moments, and the cloud copy covers the rare but serious events.
Questions to ask before you decide
- How much data would we lose if we restored from last night’s backup, and could we live with that?
- How long could we realistically be without our systems?
- Has anyone actually tested a restore recently?
- Who gets an alert if a backup fails?
- Where is our cloud data stored, and who can access it?
The testing question matters most. A backup you have never restored is a hope, not a plan. Our backup and restore service includes regular test restores so you know it works before you need it. If you rely on Microsoft 365 for email and files, note that it needs its own protection too, which our Microsoft 365 support team can explain.
If you want help deciding what suits your size of business, our managed IT support team in Pulborough can review your current setup. Get in touch for a friendly, no-pressure conversation about getting your backups right.