Backup vs archiving: what's the difference - and why both are needed

Backup is a copy of your current files that you can restore quickly if something goes wrong - a disk crashes, someone deletes the wrong thing or you suffer a data breach. Archiving is instead to move away information you rarely use but must keep for a long time, to secure long-term storage. The difference is simple: backup is about getting back quickly, archiving is about preserving over time. They are not interchangeable, so most businesses need both.

What is backup, simply explained?

A backup is a backup copy of your files and system as they look right now. If something happens—your computer crashes, a file goes missing, a virus encrypts your files—you can restore from the backup and be back up and running quickly. Think of backup as a spare key: you hope not to use it, but the day you need it, it's invaluable.

The important thing about backup is that it iscurrent(often taken),separate(is not in the same place as the original) andtested(you know the reset actually works).

What is archiving, simply explained?

Archiving is moving information you no longer use on a daily basis, but which you need or must save, to a place for long-term storage. Examples: completed projects, old invoices, employment that has ended. The point is not quick recovery - the point is that the information remains, organized and searchable, for many years. Think of the archive as the basement where you put away things you don't use but don't want to throw away.

What exactly is the difference?

Three things set them apart:

• Purpose:backup will save you in the event of an accident. Archiving must preserve information in the long term.
• What it contains:a backup is a copy of the active – the original remains. When archiving, the information is usually moved away from the daily, so that it does not take up space and burden the systems.
• Time perspective:backups are replaced and overwritten continuously (yesterday's backup is rarely needed in a month). On the contrary, the archive must remain untouched and unchanged for a long time.

The most common misconception is that a backup is sufficient as an archive. It rarely does, because backups are rotated and overwritten - the file you deleted and need in three years is usually not left in any backup then.

Why does my business need both?

Because they protect against various risks:

• Backup protects against:hardware crash, human error, ransomware (extortion virus that locks your files), fire and theft.
• Archiving protects against:against losing information you by law have to keep for a long time, and against important history disappearing in the daily mess.

If you only have a backup, you risk being left without information you needed to save for several years. If you only have archives, you will be in the hands of the day the system crashes today. Together they cover both "acute crisis" and "long-term conservation".

Do I have to save things by law?

Often, yes. A clear example is accounting: according to the Accounting Act in Sweden, accounting information must be saved for seven years. It is a typical archiving need – the information must remain, unchanged and accessible, long after it has ceased to be used on a daily basis. At the same time, there are regulations such as GDPR that state that personal data may not be saved longer than necessary. Good archiving helps you both keep what you must and clear out what you must not keep.

How often should a backup be taken, and where should it be located?

A common and good rule of thumb is called 3-2-1: have at least3copies of important data, on2different types of storage, of which1in another physical location (for example, in the cloud). How often you back up depends on how much work you can afford to lose – for many businesses, daily is a reasonable minimum for important data. And don't forget to occasionally test that the reset actually works; a backup you've never tested is a promise you don't know how to keep.

What makes an archive "good"?

A good archive solution is organized (you'll find what you're looking for), secure (protected against unauthorized access and against accidental changes), durable over time (the format can be opened even after many years) and in line with the rules (saves for a reasonable amount of time). Sensitive information – customer data, personal data, contracts – must be archived with extra care for security and access.

Do you want secure backup and archiving on site?

Many companies think they have it all figured out – until the day they try to restore and nothing happens. At ZORC, we help you set up both a reliable backup that can actually be restored, and an orderly, secure archiving that complies with the rules regarding accounting and personal data. We look at what exactly your business needs to protect and save. Get in touch and we'll go over your situation and make sure you have both braces and a belt for your data.