A guide to choosing a data backup service

Having recovered from the economic and financial impacts of COVID-19, many small- and medium-sized businesses (SMBs) are now prioritizing business continuity planning (BCP). An important part of BCP is having a data backup system.

With so many data backup services available on the market, choosing the right one for your company can be daunting. To help you in your search, this blog will discuss the factors you should consider when selecting a data backup service.

Storage size

How much storage space you need depends on your business’s size and the amount of data you handle in your operations. SMBs typically need at least 500 GB of data to operate properly, especially if they regularly erase outdated files and keep only up-to-date information synced up to their servers.

The nature of your business also dictates the amount of storage space you’ll need. For example, media companies require more storage space since they use larger files, such as high-resolution photos, videos, and animations.

Sync frequency

The point of having data backups is to help you quickly recover if and when the original copies of your data are destroyed by a disaster. Therefore, you need to pick a backup service that syncs up data within minutes of any updates or changes. If the provider syncs data only once a week, your data backups may be outdated and not useful at all.

Terms of coverage and support

Be sure to read the fine print of any backup service agreement before signing it. You should understand what is and is not included in the service. For example, some providers may have limits on the amount or types of data you can store, while others may charge extra for customer support. Check for any possible red flags, such as service limits and vendor lock-ins.

Be sure to read the fine print of any backup service agreement before signing it.

It’s also important to know what happens if you cancel the service or if the provider were to go out of business. Will you be able to retrieve your data? If so, how long will it take to get your data back?

You should also consider the provider’s customer support. How easy is it to get in touch with their support team? What hours are they available? What is their average response time for resolving customer issues? Hold the provider accountable for their promises by asking for a service level agreement.


Look for a backup service provider that has stringent security measures, such as encryption and password protection, in place. If you handle sensitive data, you need to ensure that the provider stores its servers in a physically secure location, such as a data center.

Moreover, ask the provider what actions and contingencies they will take should there be any cloud issues, cyberattacks, or other cybersecurity incidents.


If your business is subject to any compliance regulations, such as the Sarbanes-Oxley Act (SOX) or the Health Insurance Portability and Accountability Act (HIPAA), your backup service should be able to help you meet these requirements.

For example, SOX requires companies to keep detailed records of their financial transactions. Therefore, to achieve SOX compliance, you’ll need a backup service that can store large amounts of data and allow you to access this data quickly and easily.

To comply with HIPAA, organizations must protect the confidentiality of patient health information. This means that your backup service must be capable of encrypting data and restricting access to this information to authorized personnel only.


Your business’s needs may change over time, so you need a backup service that can adapt to your changing requirements. For example, you may need to add or reduce the storage space allocation of your plan. You may also need to add new users or remove existing ones from your account. Make sure the provider can quickly accommodate your needs and provide you with a seamless experience as you upgrade or downgrade your backup service plan.

With SpectrumWise’s business continuity planning service, you can rest easy knowing that you’re protected with updated backup and rapid recovery systems. Schedule a consultation with our experts today.


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