Backup as a Service (BaaS) describes the process of storing a business’ critical data on cloud-based servers instead of using local hardware and media such as tapes or a Storage Area Network (SAN). Although united under one name, different suppliers provide BaaS in different ways. This guide will help you decide which is the best BaaS service for your organisation.

  1. Why is BaaS the best backup technology?
  2. Downloads
  3. How secure is Baas?
  4. Is BaaS the same as “online backup”?
  5. What can you backup with BaaS?
  6. Which threats does BaaS protect you from?
  7. Where is your data stored with BaaS?
  8. Do you really want to backup, or is restoring your goal?
  9. Do I choose which software runs BaaS and DRaaS?
  10. How do BaaS and DRaaS help IT departments?
  11. How do I choose between BaaS suppliers?
  12. Public cloud or private cloud?
  13. Does a BaaS provider need its own datacentre?

Intercity Technology's Essential Guide to BaaS and DRaaS (Backup as a Service and Disaster Recovery as a Service)

Why is BaaS the best backup technology?

BaaS has numerous advantages over other forms of backup:

  1. Resilient: your data is stored offsite. It is safe, whatever happens to your office. If your office is struck by fire, flood or theft, the data that drives your business will survive.

  2. Technically secure: your data is encrypted before it is sent from your offices, while it is stored at the datacentre and before it is sent back to you.

  3. Physically secure: physical access to the datacentre that stores your data is controlled and limited to screened and authorised personnel. At Intercity, there are several levels of ID and biometric access controls.

  4. Reliable: the datacentre that stores your data will incorporate numerous levels of systems redundancy. There will be no single point of failure that could prevent you accessing your data. The computer hardware as well as the power, safety and environmental systems will be duplicated. The best datacentres have the capability to perform system updates without any downtime. It is not economically practical for individual businesses to build such redundancy into their own server rooms.

  5. Fast: BaaS is built on frequent, small, incremental backups – they only backup what has changed since the last backup. These can be run over normal broadband connections without interfering with your business' day-to-day activities.

  6. Future proof: computer and storage technologies evolve. Tape drives develop from DAT to DLT to LTO. Network storage changes from NAS to SAN. New database and communications systems emerge every year. You have to keep your backup hardware and software current with these changes if you run your own backup system. It is complex, expensive and never-ending. With BaaS, that becomes the responsibility of your service provider.

  7. Scalable: as your business grows and its processes become more advanced, the volume of data you want to backup will grow too. BaaS grows with you. You pay for the service per terabyte (TB) of data stored. There is no upper limit. If you maintain your own backup system you have to continually increase capacity and modify processes to accommodate the extra data.

  8. Flexible: a BaaS service can be provided to suit any level of expertise. Self-service suits those organisations with an expert IT department that can handle all aspects of their backup and recovery process. A managed service suits businesses without that level of expertise. The service provider monitors the health of the backup processes and provides human support as necessary.

  9. Automated: BaaS is the ultimate ‘fire and forget’ service. Once configured, you don’t have to change anything. It continues to run even if the volume of data you need backing up changes. There’s no need to change tapes and no need to monitor capacity on your network storage.

  10. Identifiable legal safeguards: The data you store on your computers has to be kept protected and private. Even if GDPR didn’t insist on it, we all have a moral obligation to respect the privacy of the people about whom we store information. With a UK-based BaaS service, you know that the same laws and ethical standards that govern the way you store data also govern the way your BaaS provider stores it. You can even visit the datacentre that stores you data.

  11. Economical: BaaS and DRaaS protect you from the spikes in costs that happen every time you need to refresh your backup hardware and software. With backup technology and storage volumes evolving so fast, updates need to happen every three to five years. These can be an unwelcome expense to any IT department that's already under pressure to reduce costs and improve services. BaaS and DRaaS avoids the cost.

  12. Reduce CAPEX: Shifting your backup costs from hardware to an out-sourced service moves it from your CAPEX budget (capital expenditure) to OPEX (operating expenditure). This might be essential if your CAPEX budget has been frozen yet you still need to improve your backup systems. BaaS and DRaaS give you the best backup system without touching CAPEX.

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How secure is BaaS?

BaaS is more secure than on-site backup because it has to be. Organisations that send their data off-site demand the reassurance that it is totally safe. This safety comes from four levels: in transit, in storage, in access control and in system redundancy.

  • In Transit: BaaS encrypts data before it is transmitted from your site to the repository and back again. It is only decrypted once it reaches its destination. If a hacker intercepted the data while it was still in transit it would be indecipherable. The encryption standard adopted by most BaaS systems is AES 256-bit encryption.
  • In Storage: once it reaches the repository, the data is re-encrypted as it is stored on the datacentre’s servers. In the highly unlikely event that hackers gained access to the repository, the data they would see would not be recoverable. Only an authorised user – the owner or their agent - could decrypt the data.
  • Access control: datacentres adopt a level of physical access similar to military bases. Different measures apply in different service providers but physical access to the building will usually be restricted with even closer control being applied to the datacentre itself. Control measures should include some aspects of biometric identification that cannot be passed between people e.g. fingerprints or iris scans.
  • System redundancy: datacentres that offer BaaS services should offer several levels of hardware redundancy. Within the primary site, they will have no single point of failure. The IT systems and components continue uninterrupted if any single part fails. They will even be able to continue during maintenance procedures (for Tier 3 datacentres). The power and cooling systems on which they depend will have redundancy too. The final - but optional - level of redundancy will be to duplicate the backup repository to a different, similarly-equipped datacentre. This would be excessive for most organisations. Under the 3-2-1 rule, the offsite backup is already the second copy of their data.

Is BaaS the same as “online backup”?

BaaS is sometimes referred to as “online backup”. The difference is only one of perception. The concept is the same: the data on your computers is backed up to a cloud service.

The difference is that online backup is usually the type of service you and I use to backup our home computers whereas BaaS is what our IT departments use at work.

The practical difference is that BaaS makes it easy to backup and restore complex systems such as Exchange databases and entire system images whereas online backup focuses on simpler data files.

BaaS (the acronym) can also stand for Blockchain as a Service, Banking as a Service and numerous other processes.

What can you backup with BaaS?

BaaS can store anything from simple files such as Word documents, to advanced databases such as Microsoft Exchange to entire virtual machines running VMWare.

The breadth of what BaaS can store explains why it is so closely related to Disaster Recover as a Service (DRaaS). Whereas BaaS tends to focus on the storage and retrieval of files and data, DRaaS focuses on the recovery of entire systems. Only when an entire server is backed up with its operating system, user databases, shares and data can DRaaS be used to help an organisation get running after a disaster.

Although data can be recovered as part of a BaaS programme, it is usually limited to files that have been modified or deleted in error. The volume of data restored is usually limited and specific. It is the type of activity that can happen in the normal course of business.

DRaaS is used when entire systems are inaccessible. It usually follows a major calamity such as a fire, flood or cyber-attack.

Which threats does BaaS protect you from?

BaaS protects you from all IT-related threats: accidental deletion, data corruption, hardware failure, natural disasters and cyber-attacks.

The discipline of backup was born in the 1970s when computer hardware was less reliable than it is today. Hardware failures were common. It was essential that data could be restored from an alternative source.

As computers have become more reliable, humans have become a more common source of contaminated data. We make mistakes and we embed those mistakes in our IT systems. It is now common for backups to be used to recover from human error: a staff member accidentally deletes a document or one staff member overwrites another’s work with an older version.

In this situation it must be easy to recover information. If an IT manager has to search through tape archives the recovery probably won’t happen. Users will be asked to recreate their work. That’s not a productive scenario for the business. BaaS lets the IT manager identify and recover data without leaving his desk.

The same applies to corrupted data. BaaS gives a business an easier and quicker way to recover data than an on-site, physical backup system ever could. When the pricing spreadsheet refuses to open or the deal calculator’s database is generating garbage your business’ productivity depends on something better than ‘start again from scratch’. BaaS gives you the ability to quickly get back to a pristine version of your data.

BaaS and DRaaS deliver business recovery not just data recovery.

BaaS represents your last line of defence against cyber-attacks such as a ransomware lock-down. If user education and anti-virus software have failed, your offsite backups can be used to restore your business to its pre-assault condition.

Where is your data stored with BaaS?

All your data is stored in the UK with Intercity's BaaS and DRaaS services. Our Tier 3, N+1 datacentres in the North West, Midlands and South East of England ensure your data remains subject to UK legislation and business ethics at all times. Furthermore, it is always supported by a UK-based technical support team.

Do you really want to backup, or is restoring your goal?

It seems an odd question. You can’t restore data unless you’ve backed it up first. But the question is more valid than you may think.

Is your goal to backup data? Or, if you think more carefully, is your goal to be able to restore data quickly and easily if you ever need to? Let your answer shape your thinking. A backup that seems to run faultlessly every night is useless if the data is corrupt when you try to restore it.

When assessing backup solutions, whether they are cloud-based BaaS services or local systems, consider the recovery options.

How accessible is the data?

  • A professional tape-based backup system will store its media in a secure, off-site location. That’s safe – but how quickly can you retrieve your media? And how quickly can you find out which media you need to recover? Multi-year archives can be extensive.
  • Cloud-based backup is more accessible. It is available all day, every day. But does your provider impose limitations on the recovery of data? You need to check.

Can you identify the correct data?

  • Imagine you backup key databases four times a day. If you need to restore data from four months ago, there could be over 460 instances of the database to choose from. Are they well-managed and logically presented? Does the software make it easy to identify and recover the data you need? Restoring the wrong data can be as disruptive as a hardware failure.

Do you have the skills/staff/service to restore data?

BaaS can be provided as self-service or a managed service.

  • Self-service: Have your staff gone through the training processes? Is there an accreditation process so you know you always have staff qualified to restore your data? You don’t want them to be learning the processes while the entire company waits for its systems to be restored. Do they understand the business purposes of the data or are they purely technical? For example, is there somebody who understands that if you restore your released software you may also need to restore the appropriate training videos or documentation? Or that restoring design files in CAD means you need to restore corresponding Bill-of-Materials versions in your ERP system? Or that restoring one version of a web form requires a similarly-aged version of a CRM database? BaaS is about business processes, not data. Who understands the interdependency of your data and systems?
  • Managed service: If it’s a managed service, are staff available 24/7 to assist your recovery?

Are there technical barriers to the fast recovery of your data?

  • How fast is your broadband connection? Consider this: when you initialise a BaaS service you have to backup your entire volume of data or server image. The volume of data is so large some service providers send a portable hard disk to collect it. But what happens when you need to restore? Do you have to wait for a portable hard disk to be configured and sent back to you? That will be too slow for most organisations facing a crisis. Always remember: it’s the recovery that matters, not the backup.

Do I choose which software runs BaaS and DRaaS?

Normally, no. The software is specified your BaaS service provider.

The biggest name in the backup industry is Veeam. Veeam software can handle backup to local devices as well as cloud repositories. It is used by so many organisations that the move from on-site backup to BaaS can be achieved within Veeam. The organisation doesn’t have to switch software. It just adds a BaaS repository to its existing backup processes.

How do BaaS and DRaaS help IT departments?

BaaS and DRaaS remove a huge workload from your IT department. Too many IT staff are left in the office after normal working hours, changing backup tapes and waiting to see that the backup completes properly. Their hours extend as our data volumes grow.

Such long hours are totally unnecessary. BaaS is not only technically superior, it places a far lower workload on your IT department. Backups become smaller and more frequent. They run several times a day without inconveniencing users or interrupting their day-to-day activities.

Once BaaS is configured and running, IT's only involvement is to check any alerts that are raised. There's no media to check, no capacities to monitor and no logs to read. If BaaS needs attention, it tells the IT staff.

How do I choose between BaaS suppliers?

Here's a checklist to help you choose between BaaS suppliers:

  1. How much does the BaaS service cost to backup data (per TB per month)?
  2. How much does the BaaS service cost to restore data (per TB )?
  3. Are there any other charges? If so, how much?
  4. Are there any setup charges?
  5. Do you need a managed service?
  6. What is the supplier’s service rating e.g. NPS (Net Promoter Score)?
  7. Have you been shown a demonstration of a backup and recovery process in action?
  8. Have you been offered a 30-day trial of the BaaS service?
  9. Can your supplier facilitate the broadband service and equipment your BaaS will need?
  10. Does the BaaS service backup all your data files, database formats and operating system configurations?
  11. Is your data protected by AES 256-bit encryption during backup?
  12. Is your data protected by AES 256-bit encryption in storage?
  13. Is your data protected by AES 256-bit encryption during recovery?
  14. Does the datacentre employ biometric security to restrict access to the datacentre?
  15. Is the datacentre governed by UK law?
  16. Can you visit the datacentre?
  17. What Service Level Agreements (SLAs) does the datacentre offer? Scheduled downtime? Unscheduled downtime?
  18. Does the datacentre have to go offline to perform maintenance procedures or upgrades?

Public cloud or private cloud?

“The cloud” is not a single, standardised entity. When storing your critical backup data in the cloud, you need to understand exactly how and where it is being stored.

  • Public cloud is familiar to most consumers. Examples include Google Drive, Dropbox and OneDrive. Public cloud services are available to anybody, sometimes free and sometimes paid. Services are provided with no customised access or security facilities.
  • Private cloud offers online storage to businesses under specific, customised agreements with tailored SLAs. Private cloud hosting includes access and security facilities that are tailored to the specific customer or application.

Does a BaaS provider need its own datacentre?

Some BaaS providers store your data in their own datacentre. Others provide an interface to the numerous cloud providers who supply online storage.

A BaaS provider with its own datacentre can tell you where your data is stored and the legal jurisdiction that applies to it. This is especially important as data protection and privacy become more important. People want the assurance that GDPR and other UK regulations protect the way their data is used.

A provider with its own datacentre can tell you everything you need to know about the physical and technical measures that are taken to protect your data (subject to security considerations, of course). It can tell you about any planned updates and procedure improvements because it is talking about its own internal updates and procedures. This information would not be so readily available to 3rd party resellers.

The provider with its own datacentre delivers one final benefit that trumps all others: responsibility. There is only one company responsible for the storage of your backup data. There is no question of the provider passing the buck elsewhere.

Intercity Technology's Essential Guide to BaaS and DRaaS (Backup as a Service and Disaster Recovery as a Service)