Think your SaaS data is automatically safe? Five ways to make sure it’s actually backed up

SaaS Application Backup Solutions

Five backup solutions for important SaaS data

With Software as a Service (SaaS) backups becoming a major part of disaster recovery for businesses, people are researching every available option. Yet they’re finding that not all are the same.

For those who have Cloud-based applications, supporting and maintaining your data is important, especially when it needs to be recovered in an emergency.  Most people don’t know that most SaaS solutions actually only offer limited backup & disaster recovery scenarios primarily to handle their liability.  See our other blog that describes the many reasons you could still lose data HERE.

Here we’ll take a look at five options that can help solve your issues when it comes to backing up critical information.

What’s most important?

Upon reviewing your SaaS options, there are several factors that must be considered when it comes to your operations. In viewing each possible solution, some questions should be:

  1. Which SaaS apps can be protected at all times?
  2. Are backups manual or automatic?
  3. How frequently are backups done?
  4. When data is recovered, how much is recovered and how will it appear?
  5. Will your organization be in compliance with regulations?
  6. Is the data backed up at your physical location or via the Cloud?

Most SaaS providers have a backup mechanism, but such backups are limited in scope and restoring data might be more complicated than imagined.

How lost data impacts your business

If you lose your SaaS data, this can be particularly damaging to your firm, depending on the severity. Decreased productivity, as every department attempts to maintain order, can cause major workplace disruptions. With lost time, comes lower revenue and more spending to compensate for everything.

One deleted file, or a critical email in Outlook, can turn your workplace into total anarchy.

Yet what if more than one item is removed from your system? What if a whole section of data is written over without warning? The problems facing your operations and possible recovery can result in a costly headache.

No Backup Tool for your SaaS Application

With most common SaaS platforms not including any backup options, you can find yourself in a dangerous situation.

For instance, QuickBooks Online has been a popular SaaS-based accounting software with over 2 million users globally. While QuickBooks states they perform nightly backups, you have no control or access to those backups. Something made painfully obvious when they mention that they can’t restore your firms to an older period.

What’s possible for your business in such tight situations?

If you can’t back up your Cloud data, limiting the risk of severe data losses is your only other alternative.  Companies in such predicaments can do some or all of the following:

  • Limit access to your SaaS application for specific users based on their role. For instance, accounting department personnel could be among the only ones allowed to access SaaS data within their section.
  • Have strong employee policies and training to make sure everyone who uses a SaaS program, does it correctly.
  • Restrict any third-party integrations and potential data migrations unless they have be authorized by a higher-up to avoid lost or overwritten data.
  • Pre-configure the settings for your SaaS application to prevent unintended accidents or mistakes when inputting information.
  • If possible, manually export your data from the application regularly to a safe location.

The five backup options

Let’s review five common backup solutions for your SaaS data and see what’s ideal and different for your needs.

  1. Built-in Backups

Most SaaS systems have an internal backup that works within any common workplace environment. You might be thinking that’s perfect, however relying solely on this is a fatal mistake.

The limitations of these backups are numerous and can prove damaging to your organization, including:

  • Limited Retention of Data: Most backups will only preserve recent modifications or updates. If you want to go back much further, that will be impossible.
  • Limited Control: There’s no control on your end over where backups will be done, the data involved or how long they’ll be maintained.
  • Only Recovers Data: Built-in backups will not support the full restoration of your data. Most will only have export data with everything put into a single folder.
  • Restoring Everything Manually: With only a large export folder being the source of your recovery, breaking everything down and reinserting it into the app will only prolong existing problems.
  • Speed:  There is no guarantee of how long it can take to contact support and for them to pull the requested backup for you.  It can often be days or longer.

The truth is having this is better than having nothing at all to support your data. If you have nothing else, this can be the last resort to avoid a complete business shutdown.

  1. Backup Application Integrations

Based on the SaaS platform you have, third-party integrations and options can be offered by your provider as well. It’s an important step and can provide strong reliability, but you’ll have to ask some hard questions:

  • Does the third-party provider have a solid track record?
  • Can you find reviews that indicate a wide range of customer experience?
  • Do SaaS providers officially approve the integration they’re offering and has it been fully evaluated for all potential risks?

Most people won’t just integrate a third-party app from a bad source, yet checking on the credibility and reliability of said option is critical. If the integration offered is legitimate, determining that it meets your needs is the next step. Such capabilities should include:

  • Their data retention policy.
  • How often do they back up your data?
  • The choice between Simple Recovery and Full Restoration.
  • How they can configure your backups?
  1. Alternative SaaS Backup Options

Beyond built-in support and applications, many competing firms offer their own SaaS backups to provide results.

Each one carries their own unique features and storage capabilities that requires critical research by you.  When comparing them, directly cross-checking certain functions as we’ve discussed can make all the difference. Items like Configuration Control, Data Retention and Recovery Prioritization should be reviewed and can determine how it performs for your business.

Asking these, and other relevant questions, about security, datacenter locations, and other features can have a huge impact. Despite the overarching similarities between certain options, you might be surprised to discover they’re very different.

  1. A Custom API Option

If your SaaS option has Application Programming Interface (API) capabilities, there are potential options for that. Beforehand, you’ll have to research and determine if these provide a secure foundation for your business. If you have no available third-party solution, you do have another choice.

With the right developers, you can build your own option from scratch to backup your solution. You can customize the option to your unique specifications and integrate it fully into the existing system architecture. Of course, this assumes you have the personnel, time and money to create this.

  1. EverSafe! Recommended from Clients First Business Solutions

EverSafe! from Clients First can provide exactly what you need for your Cloud ERP solution. Backed by one of the strongest national ERP providers, this works for those using major SaaS platforms including Salesforce and Office 365.

Scalable to the needs of your business, EverSafe! can deliver exceptional recovery to your system. Regularly updated, lost files, whether in Google Drive or OneDrive, are restorable in an instant.

Key Functions:

  • Automatically backs up three times per day.
  • A customized backup retention period for all your files.
  • Comprehensive backups of all email accounts, files, contact lists, calendars and any Salesforce information.
  • Compliant with HIPAA and data centers are audited and SOC2 Type II compliant.
  • Vulnerability tested and management options.

EverSafe!’s simplistic interface makes it easy to find the information you need for recovery. As a “Cloud-Cloud” backup, your data is simultaneously replicated between your provider’s cloud and the EverSafe! cloud.

Discover The Options You Have

Learn how EverSafe! from Clients First can help you protect data within your SaaS applications. If you’d like a free demonstration from Clients First, call us at (732)-970-1450 or online at www.clientsfirst-us.com.