How Can Backup as a Service (BaaS) Elevate Your Growing Business

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Backup as a service (BaaS) is a subscription-based method of backing up data. As a fully managed backup and recovery service, it relieves you of the responsibility of backing up your systems, allowing you to focus on what you do best. Backing up your data is a must, and BaaS is by far the safest, easiest, and most cost-effective option to do it.

What is Backup as a Service (Baas)?

BaaS is a managed cloud backup and recovery service that helps you secure your critical data in the event of a loss, breach, or disaster. BaaS installs fast and constantly on your systems, keeping a running backup of your systems, apps, and associated files. Should the unimaginable occur—whether due to malevolent intent, unforeseeable tragedy, or honest human error—you have a backup copy of your favorite SaaS tools from which to recover.

BaaS is less difficult to administer and operate than other remote services. Instead of worrying about maintaining hard drives or tapes at an offsite location, data administrators delegate management and maintenance to the supplier.

Many firms migrate to BaaS after outgrowing their legacy backup solutions and being unable to afford costly on-premise, high-level backup upgrades. Furthermore, outsourcing backup and recovery ensures that data is accessible and recoverable from a remote location in the event of an outage or failure.
SMBs cannot afford to ignore data security requirements because they face expensive penalties, legal ramifications, and reputational damage if a data loss occurs. Furthermore, data loss jeopardizes company continuity, and downtime is costly. As a result, BaaS is a data insurance policy that protects enterprises in the event that their data is compromised and helps them to recover with minimum delay and impacts from an outage or failure.

Most large corporations have a full-time IT team to manage and maintain backups, but SMBs may not necessarily have the means to do so. Today's cloud backups provide enterprise-grade service for a fixed monthly fee, making best-in-class data security available to any firm.

Keep in mind that just because you own a small business does not mean that data loss would be any less disastrous. Data loss jeopardizes your company's survival. Time is money, and if your systems are unavailable for an extended period of time, you risk losing more than simply revenue. If financial data is lost or compromised, your company might face significant penalties and legal ramifications. SMBs who do not prioritize backups may find themselves in trouble.

Consider BaaS to be an insurance policy—only better in certain aspects. It's there to safeguard you if your data is hacked, and it's a simple method to get back up and running if you lose your physical device. In this digital age, having a backup strategy for your data is critical. You can store your data in the cloud, on an external hard drive, or on a USB drive. All of these options provide a secure, reliable way to store your data, ensuring that it is safe from any potential threats. Cloud storage is a great option for those who want to store large amounts of data, as it can be accessed from anywhere with an internet connection.

What is Data Backup?

Data backup is the process of transferring data from one area to another in order to safeguard it against malicious activities, accidents, and disasters that result in data loss.

Because data is an organization's lifeblood, losing it may cause tremendous, and often permanent, harm and disrupt corporate operations. As a result, a backup plan is essential for all firms. Documents, configuration files, operating systems, video files, registry files, and machine images are all examples of backup data.

Data backup includes the following essential concepts:

Backup solutions and tools: Regular and consistent data backup requires organizations to use technology solutions rather than manual backups. This is due to the fact that manual backups can be time-consuming and prone to errors. Technology solutions, on the other hand, are automated and can be set up to run on a schedule, ensuring that backups are completed as often as necessary.

‍Backup administrator: Organizations should appoint one staff to be in charge of data backups. They must appropriately configure systems, test them on a regular basis, supervise their functioning, and guarantee essential data is backed up. To do this, they should create a comprehensive plan that outlines the steps necessary to ensure the system is running properly. This plan should include regular testing of the system to identify any potential issues, as well as a strategy for managing the system's operation.

‍Recovery Point Objective (RPO): RPO refers to the amount of data a business is willing to lose in the event of a disaster. The RPO is often determined by the frequency of data backups. If a business backs up its systems once each day, the RPO is 24 hours. Lower RPOs need additional data storage, network, and resource resources to provide regular backups.

‍Recovery Time Objective (RTO): The time it takes an organization to restore its data and systems from backups and restart operations is referred to as RTO. For big volumes and off-premises backups, restoring systems and transferring data take longer. As a result, the firm needs strong technological solutions to assure a low RTO.

Backup scope and schedule: Organizations should have a backup policy in place that specifies which systems and information are vital enough to merit backups and how frequently they should be performed. This policy should be comprehensive and cover all the data and systems that are essential to the organization. It should include all the applications, databases, and other systems that are used to store and process data. This policy should also include different types of backups.

What is a Backup Server?

A backup server is a type of server that stores data, programs, files, and databases on a distant or in-house server. It combines software and hardware technologies to provide backup and retrieval services to servers, computers, and other connected devices.
When an organization links its computing systems to a backup server, it uses backup servers. After a data loss or corruption, the backup is retrievable or recoverable during disaster recovery. A web interface or vendor application programming interface are used when the backup server connects remotely to a cloud service provider or BaaS. (APIs).

How BaaS Works

Backup as a Service is a dependable, secure, and managed cloud backup and recovery service that saves you money on extra gear such as standalone hard drives and servers. You connect to the cloud backup program, set your preferences, and let it do its thing.

Depending on the degree of service you want, your backups might run in the background constantly or at predetermined intervals. After backing up your machine, data is sent to the cloud server through a secure network. Rather than being saved to an on-premise server, data is written straight to the cloud and kept there until needed. (For distributed cloud storage, data processing, and application services, most Backup as a Service providers rely on industry behemoths like Amazon, Microsoft, and Google.)

The backup process is managed by the BaaS provider, who also provides the customer with a user-friendly dashboard to manage their data in the cloud. This dashboard is intended to be simple and straightforward, allowing the user to quickly and easily retrieve their data. It also has a number of sophisticated capabilities, such as automated backups, scheduling, and data encryption, to guarantee that the client's data is always safe and secure. Automated backups are an excellent approach to guarantee that all data is kept safely and securely, and that it can be accessed quickly and simply in the case of an emergency.

BaaS is provided on a subscription basis, with payments made either monthly or yearly. Pricing for the plan you select is determined by bandwidth, storage, backup frequency, the amount of data you need to back up, and how frequently the data is accessed. Your backups will contain an identical copy of all of your company data, as well as any associated information. If you lose data, you can retrieve what you need from a backup, whether it's the complete system or just a single page, product line, or image.

Cloud backups are used by businesses of all sizes. It may be a supplemental backup in addition to other modes for the corporation, but for SMBs, it is frequently the sole offshore backup choice. Because SMBs may not always have an in-house IT staff, opting for managed services is a fantastic approach to keep things clean while maintaining a high degree of security and availability. SMB staff may focus on their duties rather than conducting data backups by outsourcing to a BaaS provider.

Why Is Backup as a Service Important?

Almost 60% of businesses that lose crucial data reorganize within six months, and some do not survive at all. With the average cost of a data breach presently hovering at about $4.24 million, no firm should take data protection for granted. BaaS is a completely managed service that provides peace of mind to businesses of all kinds, from small to large. It is designed to give businesses the confidence that their data is secure and their operations are running smoothly. The service is tailored to the specific needs of each business, providing a comprehensive suite of services that can be tailored to their exact requirements.

Data loss is a significant risk for software-as-a-service (SaaS) providers as well because backup and recovery procedures cannot ensure a complete or timely restoration to a pre-loss condition. Because most businesses today rely on third-party SaaS to support long-term development, SaaS data loss would be devastating.

Data loss can occur as a consequence of human mistakes, a malicious attack, unauthorized access or breach, insufficient data sync, incompatible software, power outages, or natural catastrophes such as harsh weather, flooding, and fire. All of these are potential hazards to the data security of any firm. Unauthorized access or breach can occur when a malicious third-party gains access to a business’s confidential data. Incomplete data sync can occur when data is not properly synced between the business's systems, resulting in the loss of important information. This can be incredibly damaging to a business, as confidential information can be used to exploit the business or its customers.

Backup as a Service (BaaS) assists businesses in avoiding data loss and disasters by automating the backup process and providing a clean backup as well as a simple means of recovering lost or damaged data. For many enterprises, BaaS is a crucial component of a comprehensive disaster recovery plan (DRP) since it promotes business continuity, allowing them to avoid protracted downtime and loss of income and reputation.

Benefits of Backup as a Service

There are many business benefits to using Backup as a Service. Here are just a few:

  • Convenience: Backup as a Service is an entirely managed and automated solution that operates in the background. You won't have to devote IT resources to the process, allowing your staff to focus on what they do best.
  • Security Data: The BaaS cloud backup provider handles security, guaranteeing that your data is safeguarded by cutting-edge encryption technology.
  • User-Friendly: Even non-technical staff can use a cloud backup service's recovery process.
  • Affordable: BaaS is priced on a subscription basis, which ensures predictable spending and allows you to optimize your budget.
  • Reliable: Backups run as configured and are ready to restore at any time as long as you have an internet connection.
  • Scalable: If your company experiences quick expansion, your BaaS service will scale to meet your demands.

Is Backup as a Service Right for You?

Backup as a Service (BaaS) is a good method for ensuring data security. However, it is not suitable for everyone.

BaaS is critical for firms that are expanding or process enormous volumes of data since it reduces IT expenses and provides dependable protection against any data calamity. However, it may not be the most cost-effective alternative for smaller businesses or organizations that do not process a large amount of data.

For example, if you run a consulting business from home and generally deal with consumers over the phone or in person, uptime and quick recovery may not be as important. Recovery and cloud storage are included in BaaS prices, so it's always a good idea to analyze these elements and how they will effect your budget.

Furthermore, if you reside in a location where the internet is unpredictable, your cloud backups will be unreliable as well. Backups and restoration will take a long time if the connection is sluggish. If the connection is lost, you risk having a faulty or partial backup, which would be extremely stressful if you ever had to restore.

Features of a Good BaaS Provider

Here are some of the features you should look for in a BaaS provider:

High availability. Your BaaS supplier should have a high uptime, ideally "four nines" or above. Anything less might jeopardize your company's continuation. Uptime is the amount of time a system is available and operational. It is measured as a percentage of the total amount of time a system is available. For example, four nines (99.99%) uptime means that the system is available for use 99.99% of the time. This equates to just over 53 minutes of downtime per year. This level of availability is essential for many businesses, as it ensures that their customers can access their services with minimal disruption.

Disaster recovery. The BaaS provider you select should have a comprehensive disaster recovery plan (DRP) in place to provide data and server redundancy in any situation. A DRP is an essential part of any business's security strategy, as it ensures that critical data and systems can be recovered quickly and efficiently in the event of a disaster. A well-crafted DRP should include a detailed assessment of the organization's current state of operations, including its existing infrastructure, processes, and procedures. This assessment should also include a thorough review of the organization's existing IT systems and software, as well as any other technology-related components that may be necessary for the organization to function properly, are essential to the success of any business. T

Customizable solutions. Every business is unique, as are its backup requirements. Backups should be configurable in your backup solution so that they make the most sense for you and your company strategy. This implies you should be able to tailor your backup strategy to your specific requirements. For instance, if you have a large amount of data that needs to be backed up, you should be able to set up a plan that backs up all of your data on a regular basis. This plan should include both manual and automated backups, depending on the size and scope of your data.

Data security. One of the most significant advantages of working with cloud solution providers is having access to cutting-edge data security technologies and encryption approaches. Your data must be safeguarded throughout usage, transmission, and storage. The provider must implement a variety of measures. This includes using strong passwords, two-factor authentication, and encryption techniques. In addition, data should be encrypted when it is in transit, such as when it is being sent from one device to another over a network. This is especially important for sensitive data, such as financial information, as it helps to ensure that only the intended recipient can access the data. Encryption is also important for data stored on devices

Support options. Your backup solution provider should give 24/7 assistance so that you always have someone on your side at all hours of the day and night. No matter what time it is, you can always count on the support team to be there for you. Whether you need assistance with a technical issue, have a question about a product or service, or just need someone to talk to, the support team is always available to provide assistance.

Vendor reputation. What are others saying about your vendor? Do some research to see how happy people are with their service and to look for potential red flags. This is an important step in the process of finding the right service provider for you. Start by reading online reviews of past customers. Pay attention to the details of their experiences, both good and bad. Look for patterns in the reviews, such as recurring themes, common complaints, and any other trends that may be present. Pay close attention to the language used in the reviews, as this can often provide valuable insight into the overall sentiment of the customer.

Scalability. Choosing a BaaS provider isn't always easy—and you don't want to have to go through the process again if you outgrow them. Be sure your provider can scale up or down with you to ensure a sustainable solution. It's important to find a provider that can grow with you and your business. As your business expands, you'll need more resources and capabilities to keep up with the demand. You don't want to be stuck with a provider that can't handle your business's needs. It's important to do your research before committing to any one provider.

Industry-specific solutions. Look for providers who specialize in your niche, since they are more likely to grasp your specific requirements. Doing your research to find the right vendor for your business is essential. You want to make sure that the vendor you choose is experienced in the field and has a good reputation. Take some time to read reviews and ask for referrals from other businesses.

Integrations. Look for BaaS providers that interact with your SaaS applications, such as Shopify, QuickBooks Online, Trello, and GitHub, since these solutions will assist you in protecting the data that drives your business.

Why it’s Critical to Back Up Your Data.

Let's be clear: data loss can ruin your business. For example, if you own an eCommerce business, potential consumers are unlikely to remain around if your site is down, important pages are missing, or critical services do not work properly. Customers are quick to click away if they don't get what they're seeking right away.

You will not only lose a potential customer, but they may also tell others about their experience. Negative reviews tend to linger for a long period online, and it will take a lot more effort to reverse the tides in your favor.

Of course, there are several sorts of data loss. Some are more alarming than others, but the end consequence is the same if it means your site is down or your production has stopped. This can be incredibly frustrating, especially if the issue is out of your control. You may have to wait for the hosting provider to solve the issue, and in the meantime, you're losing out on potential customers, sales, or even just the time that could be spent on other tasks. The potential cost of not addressing the issue can be significant, both in terms of money and reputation. If customers are not able to access your website or services, they may be deterred from ever returning.

Some of the ways your data could be at risk include:

  • Cybercrime, such as hacking and ransomware
  • Internal bad actors, such as a disgruntled employee
  • Unintentional human mistake
  • CSV files that are incorrect
  • Failure or incompatibility of a third-party program
  • Physical damage caused by a storm, fire, or floods
  • Terrorism, vandalism, or theft

There are several things you can take to protect yourself from attacks, but backing up your data is essential. You should have three full backups as a best practice. The 3-2-1 backup strategy consists of three copies: one on-premise, one in the cloud, and one on separate media (such as an external drive you may bring home with you) in a completely another place. This technique ensures that you always have a complete copy of your data.

Other things you can do to secure your systems include:

  • Create and distribute an official corporate policy on data privacy and security. To foster responsibility, ensure that every employee reads and signs the paper.
  • Maintain a hard stance on your policies. Make no exceptions.
  • Inform your staff of the dangers of phishing and other email fraud.
  • Reiterate the message on a regular basis and update as appropriate.
  • Configure your systems with role-based access so that only qualified workers have access to essential files. For example, your content writers and customer support representatives are unlikely to require access to back-end code.
  • Make multi-factor authentication available to all users.
  • Use a safe password manager, such as 1Password.
  • Employees should not exchange passwords.
  • Passwords should be at least 12-16 characters long.
  • Use caution when updating third-party programs and plugins. If plugins become incompatible following an upgrade, remove them from the system as soon as possible.
  • All service agreements with third-party SaaS providers should be read. Make sure you understand how they use, store, and utilize data, since these facts may be relevant if there is a breach.
  • To avoid vulnerabilities, upgrade outdated devices and equipment on a regular basis.
  • For complete peace of mind, choose a managed cloud backup solution (BaaS).

Most importantly, BaaS saves you and your team a significant amount of time and money. You won't have to acquire more gear or invest in infrastructure, and you won't have to pay outside IT professionals to handle it. You'll also be able to get more done because you won't be spending all of your time putting out fires. Instead, you can focus on the important tasks that need to be done, and you'll be able to get more done in less time. You'll be able to think more clearly and be more productive, which will help you achieve your goals faster. When you can think more clearly, you are able to make better decisions and come up with more creative solutions to problems. You can also focus on the task at hand and avoid distractions that can slow you down.

Not to mention, BaaS is a scalable solution, which means that as your company expands, so will your backup plan. This is an incredibly beneficial feature for any business, as it allows the company to grow without having to worry about its data storage capabilities.

What Needs to Be Backed Up?

All firm data, including apps, databases, analytics, settings, back-end code, photos, communications, log files, and third-party APIs, should be backed up. When selecting a BaaS provider, it's always a good idea to discover exactly what they back up and what they don't, just to avoid surprises.

Assume that every piece of information is critical. You don't want to be in a scenario where you've successfully restored your systems but some of your third-party integrations aren't working. If this is the case, getting back up and running may take much longer because you'll have to reinstall, rejoin, and modify every third-party connection you lost.

Don't Assume, either, that your SaaS platform has your back. Most do not provide complete backups, and they may be unable to restore your site—even if it is their fault. Individual account data is the responsibility of the individual user, not the platform, under the Shared Responsibility Model.

BaaS Solutions and What They Include

The finest BaaS solutions function as quiet partners. It's constantly present in the background, but you won't realize it until you need it. It's like having a guardian angel, but instead of a person, it's a thing.

BaaS services are often priced on a use basis. E-commerce firms with thousands of monthly sales will spend more for backups than a small independent company with a few monthly purchases. This is because larger companies have more resources to dedicate to backing up their data, and the cost of a data backup system can be quite expensive. For example, a large enterprise may need to purchase a large storage system.

Large accounting businesses with hundreds of staff and thousands of clients will pay more to back up all of their client data than a bookkeeper who just manages one file.

Large software development firms will pay more to back up several code repositories than a freelance developer who just has to back up one. The more transactions you conduct, the more data you generate and the more backup features you will require.

Ways Backup as a Service Solutions Benefit Your Company

Today's businesses rely on technology. You use some kind of technical equipment or program from the time you open your email until the time you complete your job for the day. As a result, it is critical that your data be backed up and protected. If something were to happen to your computer, phone, or tablet, you may lose all of your data, which is not a risk you should take. That is why a Baas is such a great asset to a company. With BaaS, your firm can rest certain that its data is always safe and secure.

Here are six ways it can benefit your business:

1. Improved Data Security

Businesses benefit from increased data protection with BaaS systems. Data is kept in a safe location and can only be accessed by authorized individuals when using BaaS. This implies that even if a device is lost or stolen, the data will be protected.

2. Increased Productivity

If data is lost, a firm will be back up and operating in no time using BaaS. Eliminating downtime allows teams to be more productive.

3. Easy Access to Data

BaaS systems provide employees with simple access to the data they require, whether from a computer, phone, or tablet. You may access your data from any device, anywhere in the globe, using BaaS.

4. Reduced Costs

Businesses might benefit from BaaS solutions in terms of cost reduction. Businesses may save staff time and resources by transferring the burden of data backup to a third party.

5. Increased Efficiency

Businesses may benefit from BaaS systems to boost their efficiency. Company owners that use BaaS no longer have to worry about monitoring and updating their own backup systems, giving them more time to focus on their core business activities.

6. Greater Peace of Mind

Finally, BaaS solutions provide better peace of mind to enterprises. When your data is properly backed up, you can rest confident that it is always safe and accessible.

At the most basic level, you'll receive real-time backups that may be utilized to restore data, photos, or the entire system as needed. For high-volume clients with more sophisticated data, premium backup options such as multi-location or multiple account capabilities and metadata backups are provided.

Make sure you understand how long your BaaS backups will be available, how many restorations are included in the plan, and any version history limitations. You should also be familiar with your service level agreement (SLA), since it establishes the tone for your engagement with your managed service provider. An SLA is essentially a document that details what one party has promised to supply to the other.

Finally, make sure you know how to contact help if you require it. At the premium level, you'd ideally want 24/7 assistance and access to a team of specialists or a dedicated account manager. Data loss does not always occur at an opportune moment. You need to know that you can contact a skilled staff that will take the time to walk you through procedures and answer all of your questions and concerns.


Backup as a service is the new normal welcomed by businesses big and small because of its cost benefits and convenience. However, when looking for a BaaS provider, it’s critical to choose a competent one that will give you the best features at the best market prices. Ottomatik can help you manage backups for your business on any scale, find out more about us and make your data safe and secure!

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