Backup, archiving, storage: what are the differences?

What is data backup? It's common to hear the terms backup, archiving and storage used in the same conversation to address the same subject. It's true that these three terms share a fundamental function: data preservation. But that's where the similarity ends, because everything else separates them: purpose, type of data, uses and length of retention. We'll explain it all in this post, and if you follow it through to the end, you'll find the comparisons we've made especially for you!

Purpose and data management strategy

The choice of one option over another is primarily based on the purpose of the project. It's a question of knowing whether the information needs to be easily retrievable, whether it needs to be preserved over the long term, or whether it needs to be integrated into collaborative practices. Here are the main options:

Backup

The aim of a backup solution is to recover data in the event of an event rendering it inaccessible: loss or damage. Backup applies to both active data (the files you work on every day) and inactive data (frozen data).

A backup is inactive, i.e. it is not subject to editing. It is simply a copy of the information in production. In other words, if your backup is lost for any reason whatsoever, you are not impacted in your day-to-day life, because your data remains active.

Generally speaking, the lifespan of a backup is less than a year. MS Azure Backup, oodrive_save and RG Backup specifically address data recovery issues.

Archiving

The purpose of archiving is to preserve old or dormant data over a long period of time (more than 1 year). What motivates companies to use an archiving solution is the desire to store a large volume of information over the long term in a low-cost space.

Prices offered by solutions such as RackSpace, Amazon, OVH and many others are constantly falling. This makes cloud storage a very attractive option. Unlike backup, archived data is active: there is no other copy of it, so losing it means losing your company's information.

Storage

Storage, or STaaS for Storage As A Service, addresses issues of collaborative use, unlike the two previous concepts. It's also the most versatile option, providing end-users with substantial storage space at extremely low cost, or even zero cost for small volumes.

Storage is used to share files and large documents such as photos and videos. It's ideal for companies producing graphics work, for example.

Some companies use storage for archiving, but we advise against using it for backup, as it offers no data recovery functions and no guarantees. In addition to its price and flexibility, STaaS offers the advantage of being resizable at will, so you can easily control your resources according to your needs.

The type of data

Backup, archiving and storage also differ in terms of the type of data you wish to keep:

Backup

Online backup applications enable you to back up all or part of a given system. We generally differentiate between devices (PCs, tablets, phones) and servers for reasons of information criticality, although the operation is the same. The principle is to make one or more copies of files, software and the operating system. In the event of a disaster, you can restore the lost item or the entire system using the same procedure.

Archiving

Archiving allows you to preserve files, and only files. These usually include documents, photos, videos, e-mails and databases. Unlike backup, this solution does not offer the option of preserving software, applications or operating systems. The advantage of archiving is that you can access a specific file directly, without having to restore it. Most of these solutions manage metadata and integrate a search engine to easily find a specific file. Archiving also enables you to benefit from traceability functions, and opens the door to the conservation of legal information: documents for which you are obliged to retain the original version can be archived by certain hosters with a legally valid fingerprint or electronic signature.

Storage

Data stored in storage applications are large, active files, meaning that users can potentially use them at the very moment they are stored. Users can deposit their files without worrying about available space, so they can share them with colleagues, or simply find them on all their fixed and mobile devices, thanks to the synchronization function. Storage takes on its full meaning with the multiplicity of operating systems (Windows, Mac, Linux, Android, etc.), devices for accessing information and user mobility. Storage solutions include OneDrive, hubiC and Box.

Data recovery

While data recovery is straightforward with archiving and backup solutions, it does give rise to a number of problems. These solutions work on the principle of moving all files to or from a space offered by the hosting provider. Each move thus generates massive bandwidth consumption. What's more, moving large amounts of data can lead to errors and file corruption. The preferred option if data recovery is a key criterion for your choice is backup. Backups are specifically designed for this type of intervention. Incremental or delta-block data exchange does not monopolize bandwidth. The oodrive_save solution is the first to offer this revolutionary feature. What's more, you'll have DRP (Disaster Recovery Plan) functions. This allows you to restore part of your files or an entire workstation/server to the machine of your choice, or to a hard disk that the hosting provider will deliver to your office.

Free backup, archiving and storage applications

The attractiveness of a free offer is indisputable, but it is not without risk. By offering you a free service, the hosting provider is most certainly earning its money from advertising, and in no way guarantees the confidentiality of your data. Nor is the level of service or SLA (Service Level Agreement) guaranteed. As a result, you run the risk of service disruption without the service provider having any explanation to offer. However, with the professional packages offered by Oodrive, RGSystem and Oxileo, you can benefit from services that are virtually indispensable: insurance against data loss and responsive technical support located in France. For example, Oodrive insures up to 3 million euros and Oxibox up to 8 million euros. Given the very low cost of solutions for professionals, we recommend that you reserve the use of free services for your family albums!