For an SMEs, cloud vs. local backup has different advantages and disadvantages. Combining the two allows you to combine an on-site restoration with a copy kept remotely. The right choice depends on data volume, Internet connection, access needs and time spent on maintenance. This article compares these criteria and explains when a hybrid approach may be suitable.
Key Points
- Compare recurring cloud costs and local hardware investment based on the volume of data to protect.
- Evaluate access and recovery speed based on your Internet connection and your team's needs.
- Automate local copies, encrypt sensitive media, and regularly verify that a restore is working.
- Consider a hybrid approach to combine a local copy with a copy kept remotely.
Table of contents
Comparison of access, speed, cost and maintenance
The cloud facilitates remote access, while local media allows files to be restored without an Internet connection. To compare these solutions, look at recurring fees, payback speed, and time required to maintain them.
Cloud backup offers flexible access, but depends on the Internet and a subscription. Local backup generally avoids recurring costs after purchasing the hardware, but requires on-site management.
Access to online files
With a cloud backup, you recover files over the Internet from a connected and authorized device. An administrative manager can thus find a document while traveling, without having to bring back the external drive from the office.
However, this flexibility depends on the connection available at the time of the restoration. Conversely, a local copy remains accessible from the internal network or the media concerned, even without the Internet. For a Geneva team that works remotely, the cloud therefore facilitates access outside the premises, but does not solve a disconnection.
Cloud flexibility and accessibility
The cloud makes it possible to increase the space used without immediately installing new support in the company. This scalability may be suitable for a fiduciary whose files increase over mandates. Some services charge for additional space: you must therefore monitor consumption.
Local storage works differently: its capacity depends on the installed hardware. To expand it, the company purchases and deploys additional support. The cloud distributes costs as subscription or operating expenses, while local hardware requires an initial investment and internal management.
Control and performance
The speed of a cloud backup depends on the Internet connection and the volume transferred. A first copy of several large folders can take time, especially if the company's connection is slow. Subsequent copies depend on how the service used works.
A local backups or restores large amounts of data without relying on the Internet. For an SME that needs to quickly retrieve work files on site, a disk or NAS may therefore be more direct. In return, the team must monitor the copies, the condition of the equipment and its maintenance.
Cloud data hosting
Services cloud store data on remote servers, in data centers. In Switzerland, the location depends on the service chosen: the term “cloud” does not mean, in itself, that the data remains on Swiss territory.
Before choosing a service, identify the advertised location of the data and the storage settings offered. A Geneva fiduciary who deals with sensitive files can integrate these criteria into her comparison, with the access and restoration arrangements.
| Option | Access | Restoration speed | Costs and maintenance |
|---|---|---|---|
| Cloud | Remotely via the Internet | Depends on connection and volume | Subscription, additional space sometimes charged |
| Local | On-site, from support or network | Direct recovery without Internet | Initial purchase, fixed capacity, internal maintenance |
| Hybrid | On-site and remotely | Choice of copy according to need | Managing two locations and devices |
Choose based on the access needed, the volume to restore, the available connection and the resources planned for maintenance.
Autonomy and local storage control
Local support lets you decide where to keep copies and who can handle them. An external disk, a USB key or a NAS can serve as a destination depending on the files concerned and the organization of your SME. This mastery also involves concrete tasks: defining the files to copy, monitoring backups and physically protecting the equipment. Without a designated manager, a copy may remain unused or no longer meet the needs of the team.
You can automate backups with the tools built into Windows or macOS. Choose the folders to protect, indicate the destination media and schedule the copies according to your activity. For example, a small agency can include its working documents and administrative files, then regularly check that new versions are saved. Automation reduces oversights, but does not replace monitoring of results or a restoration trial.
- Define the perimeter: locate the files necessary for business recovery, such as project documents or accounting files.
- Automate copying: configure Windows or macOS to save files to local media.
- Protect data: Use BitLocker on Windows or FileVault on macOS to encrypt media containing sensitive information.
- Disconnect media: Remove the external drive when not in use to limit its exposure to computer incidents.
- Test the restoration: Get a control file and verify that it opens correctly.
The storage location is as important as the software setting. If the original files and their only copy are in the same office, a theft or fire could affect both. A Geneva SME can keep local support in its premises for day-to-day operations, while organizing a copy elsewhere. It is then necessary to determine who transports or manages this support and how the team accesses it.
Local storage also has practical limitations. Hardware capacity is fixed, and increasing it requires purchasing and deploying new media. A NAS, a storage device connected to the company network, can centralize copies from several workstations, but requires appropriate configuration and monitoring. A USB drive is easy to move around, but its small size makes it easier to misplace.
To maintain useful control, record the steps in a short procedure: responsible, files involved, media location and restoration method. A person who replaces the administrative manager must be able to find these instructions without guessing which disk to use. Also review the procedure when a computer, shared folder or team organization changes. Local storage gives control of the medium, but this control relies on monitored and verifiable actions.
Choose a solution according to the volume of data and uses
The volume is not enough to determine the right media: the type of files, their frequency of modification and the restoration time also count. For an SME, start by identifying the data necessary for resuming work. A team that modifies files every day does not have the same needs as an office that mainly keeps archives consulted occasionally.
The first cloud backup may take time when the volume is large or the Internet connection is slow. A Geneva agency that has to copy numerous creative files must take this duration into account when setting it up. Remote access can then facilitate work between premises and home, but restoration remains linked to the available connection.
To quickly recover large amounts of data, a local copy avoids transfer over the Internet. It can be useful if a workstation needs to be put back into service quickly in offices. The choice then depends on the recovery location: an on-site team can directly access the support, while a remote employee will need a suitable means of access.
Evaluate each file category separately instead of backing up all workstation content indiscriminately. An SME can, for example, distinguish between active work files, administrative documents and archives. For each category, include who uses it, how often it changes, and how the business would be affected if it became inaccessible.
- Large volume and fast food on site: provide a local copy to speed recovery of large files.
- Access from several locations: consider a cloud copy, taking into account the connection needed for transfers.
- Data regularly modified: choose a copy method that tracks changes that are useful to the team.
- Change of computer or smartphone: make a complete backup of files and data before replacement.
Put your choice to the test in a concrete situation. Select a working folder, restore it from the intended copy, then ask the person concerned to resume an actual task. This check reveals whether the files are usable and whether the method matches the pace of the team.
Finally, relate the volume to the expected recovery time. An SME that cannot work without its active files will prioritize their rapid restoration. Rarely accessed archives may follow another organization. Write down these priorities, then adjust data selection and media as activities or positions change.
Differences between cloud storage and local storage
A cloud backups data to remote servers over the Internet, while a local backup keeps it on an external drive, USB stick or NAS. Synchronization reflects changes between locations, while archiving preserves files for future reference. For example, a synchronized folder can also reflect a deletion, unlike a backup copy kept separately.
Business Queensland describes cloud software as services that use the Internet and store data on remote servers or computers in data centers. When transferring to the cloud, files are sent to a server after encryption. This process transforms data to prevent it from being read without proper authorization. A local copy remains on the medium chosen by the company and does not depend on transfer to a data center.
The difference also concerns the location of the risks. If an SME keeps its documents and its single backup disk in the same office, a theft or fire could affect both copies. A cloud backup or media kept elsewhere separates the locations. This separation alone does not guarantee recovery: the company must know where the files are and how to access them.
For personal data, examine the Swiss rules of the Data Protection Act (FADP) and, where its scope provides, those of GDPR. The choice of storage must take into account the location of the data, the people who can access it and the processing conditions. A Geneva fiduciary can list the relevant files, their location and the authorized roles before retaining an organization.
Cloud and local storage alone do not guarantee long-term retention. Synchronization is used to keep files consistent between locations, but does not necessarily replace an independent copy. Rather, archiving responds to the need to maintain searchable documents. To distinguish these uses, identify the active files, the versions to restore and the documents kept as references.
Before choosing, do a simple test with a representative file. Delete a working copy, restore it from the intended backup, and verify that the document opens. Then note the media used, the location of the copy and the necessary access. This check allows an SME to verify that it has a usable backup, without confusing synchronized copy, archive and restoration procedure.
Combine cloud and local backups
Combining a local copy and a cloud copy allows you to recover files on-site, while maintaining a remote copy. The 3-2-1 rule consists of keeping 3 copies of the data, on 2 types of media, including 1 copy off-site.
Local backup copy
The local copy is primarily used to quickly restore files useful for daily work. A Geneva SME can keep a copy on a NAS, a network-connected storage device, or on an external drive. The choice depends on the data to be protected and the people responsible for the restoration.
Have a separate copy of the working files and then test recovery of a folder. A local copy does not replace the one kept remotely: an incident on the premises can affect both media if they remain in the same place. Disconnecting the external drive after backup limits its exposure to incidents that affect the computer.
Backup cloud copy
Cloud copy adds a location separate from the company premises. It can be useful if an incident prevents access to the desktop or local support. Files are transferred over the Internet to remote servers. The available connection and the volume to be sent influence the time required for copying or restoring.
To apply the 3-2-1 rule, treat the cloud as an off-site copy and keep a local copy as well. Check the data location, authorized access and recovery method. A remote copy isn't enough if the team doesn't know how to restore it.
Then define a short procedure for both copies. Specify the folders involved, who is responsible for checking them, and how to restore a file. For example, a fiduciary can test an administrative document from local media, then retrieve another file from the cloud copy. This test makes it possible to identify missing accesses or steps before a real incident.
The 3-2-1 rule guides architecture, but does not replace restoration testing. Schedule regular tests and record the results in a procedure accessible to those affected. If the active folders change, update the protected data selection and verify both copies. A hybrid organization requires more monitoring than a single medium, but it avoids dependence on a single location or mode of access.
In this organization, clearly distinguish the role of each copy: a hybrid backup architecture can maintain an immutable local primary backup and secondary copies in the cloud or offsite. This distinction indicates where each version is located and which copy to consult during a restoration. Include these locations in the procedure, with necessary access and recovery steps. Verify that those responsible for the recovery know how to identify the primary backup and secondary copies, and then test their use separately. Record the results to keep instructions understandable and up to date.
What Flux Group SARL does
Flux Group SARL supports SMEs who wish to integrate their backups into their IT environment. Its IT support helps address operational issues, while its cybersecurity expertise helps protect systems and access. This support can be useful if your team is hesitating between local and cloud copies, or if backups need to be reviewed with the rest of your IT. Contact Flux Group SARL to discuss your SME needs.
Prepare your next step
Before modifying your device, document what data needs to be protected, who needs to find it, and the steps to restore it. To compare the pros and cons of cloud backup and local backup, evaluate them based on your SMEs's daily needs rather than technical preference.
Then choose a representative folder and verify that your team can restore it from the intended copy. Note the result, the necessary accesses and any manual steps. This audit will give you a concrete basis for adjusting your organization and clearly assigning responsibilities. It will also help you reevaluate the advantages and disadvantages of the cloud or local storage if your uses change.
To review the implementation with an IT representative, discuss the needs of your environment with Flux Group SARL.
A progressive approach allows you to move forward with clear criteria and a procedure that your team can apply.
Frequently asked questions
Cloud or local storage: how to choose for your SME?
Choose based on where your team works and what files they need to be able to recover. An SME that shares files between the office and teleworking may favor online access, while a team that mainly restores its files on site can rely on local support. Make a list of priority data, then decide who should access it and in what situations.
How to better secure your backups against loss, theft or ransomware?
Limit access rights to those who need them and protect the accounts used to administer backups. Ransomware can encrypt files accessible from a compromised computer; a separate copy and separate identifiers reduce the risk that a single access will reach all copies. Also check that the person responsible is familiar with the restoration procedure.
What costs and speed should be expected for a cloud or local backup?
The cloud generally requires a subscription, sometimes increased depending on the space used; local storage requires purchasing equipment and then replacing or maintaining it over time. Cloud speed depends on Internet connection and volume transferred. A local copy can speed up an in-place recovery. Evaluate the cost over the expected duration of use, not just at the time of purchase.
Is a hybrid strategy suitable for an SME?
A hybrid approach may be suitable if you need convenient local recovery and a copy kept remotely. Assign a clear function to each copy: the local support is for routine recovery, while the external copy covers an incident affecting the premises. Designate a person responsible for access and document the steps to follow to avoid dependence on a single employee.
Article by
Delyan TZONEV
Passionate entrepreneur and manager, I am CEO of Flux Group and Hype Swiss. I support companies in their digital transformation thanks to innovative solutions in IT, telecommunications and software development. My goal is to design high-performance technologies that simplify the daily lives of businesses and support their growth.
Disclaimer
The articles published on the Flux Group blog aim to share our expertise, our field experience and best practices in IT, cybersecurity, cloud, telecommunications and digital transformation of SMEs.
We strive to provide reliable, up-to-date and relevant information at the time of publication. However, technologies, regulations and service offerings are evolving rapidly. The published content is therefore provided for informational purposes and does not constitute personalized, legal, tax, financial or technical advice.
Each company has specific needs, we recommend that you seek professional support before making a decision or implementing a solution presented in our articles.
The opinions, recommendations and comparisons published on this blog reflect our analysis and experience. When we talk about partners or publishers such as Microsoft, Swisscom or Infomaniak, our objective is to present the solutions objectively, highlighting their advantages as well as their limitations depending on the different contexts of use.
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Questions fréquentes
Cloud or local storage: how to choose for your SME?
Choose based on where your team works and what files they need to be able to recover. An SME that shares files between the office and teleworking may favor online access, while a team that mainly restores its files on site can rely on local support. Make a list of priority data, then decide who should access it and in what situations.
How to better secure your backups against loss, theft or ransomware?
Limit access rights to those who need them and protect the accounts used to administer backups. Ransomware can encrypt files accessible from a compromised computer; a separate copy and separate identifiers reduce the risk that a single access will reach all copies. Also check that the person responsible is familiar with the restoration procedure.
What costs and speed should be expected for a cloud or local backup?
The cloud generally requires a subscription, sometimes increased depending on the space used; local storage requires purchasing equipment and then replacing or maintaining it over time. Cloud speed depends on Internet connection and volume transferred. A local copy can speed up an in-place recovery. Evaluate the cost over the expected duration of use, not just at the time of purchase.
Is a hybrid strategy suitable for an SME?
A hybrid approach may be suitable if you need convenient local recovery and a copy kept remotely. Assign a clear function to each copy: the local support is for routine recovery, while the external copy covers an incident affecting the premises. Designate a person responsible for access and document the steps to follow to avoid dependence on a single employee.
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