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Automatic Backup Software: What Is It and How It Works

by Sarah Bader | November 1, 2021

A purple graphic with yellow and blue icons of folders, data, charts, and clouds.

Most businesses know that having a reliable backup software solution can help them prevent data loss in various scenarios. Automatic backup software amplifies the advantages of backup software, assisting companies to focus on higher-value tasks, like strengthening customer relationships.

Automatic backup software offers many business advantages, and that’s what we’re going to talk about today.

What is Automatic Backup?

Automatic backup is how companies back up their files, folders, and systems using automated software. The advantage of automatic backup is that it is done without any human intervention.

Backups run in the background according to your preferences. Data from your local drives and network is transferred automatically to a backup server, often in the cloud. Automating backups saves time and energy and reduces the complexities and inconsistencies typically associated with a manual backup process.

What is Automatic Backup Software?

Automatic backup software enables automated backups. Once the backup software is installed on your systems, you will choose the devices and drives that need to be backed up and set preferences for what type of backup you want and how often you want it to run.

Once the backup software is configured, it runs automatically with little human intervention required.

Initially, the software copies all data on the connected systems and transfers them over the network to the backup server. Some of the options you will configure when setting up your backup software include what to back up, how often to run the backups, and the destination drive where it will be stored.

How Does Automatic Backup Software Work?

There are many different automatic backup software solutions, but they all work in much the same way.

Once the software is installed and settings are configured, the software will make a complete copy of all your data. Depending on how much data is involved, this initial process could take up to a few hours. Subsequent backups are generally incremental, which means only new files or files that have changed will be copied. As such, they will not take nearly as long to complete.

When the backup is ready, the backup software applies the latest encryption protocols to protect the data in transit. It then transfers it over the internet to the backup destination in the cloud. Once there, it is held securely in a cloud backup vault until you need to access it.

Features for Automatic Backup Software

Some of the main features of automatic backup software include:

User-Friendly

Automatic backup software is the choice of many small businesses because of its simplicity. It’s so easy to use; even tech-challenged employees can set up and run it successfully.

Cost-Effective

Automatic backup software is offered on a subscription basis, often referred to as software-as-a-service (SaaS) or backup-as-a-service(BaaS). This means that you’ll pay a predictable monthly fee, making it easier to budget for other business needs.

Reliable

Having automatic backup software is the ultimate peace of mind. You could say it’s like having an insurance policy for your data. You probably won’t think much about it until you need it, but when you do, it’s safe in your backup vault, ready for you to restore when you need it.

Secure

The cyber-threat environment is a significant concern for businesses of all sizes. While backups can’t protect you from malware, they ensure you have a clean copy of your systems ready to go if you are infected.

Your backups are stored securely in the cloud, protected by the latest encryption protocols. Malicious actors can’t see or access your data, and your service provider updates their security constantly, so you always have the benefit of next-generation protection—without thinking twice about it.

Flexible

Automated backup software is configurable to your needs, which means you can set it up to run when and as often as you want. Different business models have different backup requirements, and the backup solution will accommodate them.

For example, a high-volume ecommerce store might need continuous backups, while a small consultancy might only need to back up their data daily or weekly. You can set the time you want your backups to run to ensure the process does not interfere with employee productivity. You can also configure who has access to your backups, adding an extra layer of accountability and protection.

Restore a Single File or Your Entire System

Accidental file deletion is exceedingly common. Human error remains the leading cause of data loss – over 90% of incidents were the fault of “the human factor”. In the case of accidental file deletion, you wouldn’t necessarily need to restore your entire system—only the file or folder in question. Most automated backup solutions enable you to choose individual files to restore so that you can get back to business quickly and easily.

Scalable

If your business experiences a sudden surge in data, you will need more server space to store your backups. Automatic backup software helps you manage this process seamlessly as it will instantly upgrade your server space to accommodate. Similarly, if your data storage needs drop, so will your server allocation. You’ll only pay for as much storage as you need.

Disaster Recovery

Automated backups are a component of a comprehensive disaster recovery plan (DRP). Should you lose your premises in a fire, flood, or electrical disaster, you’ll still have a complete backup of all company systems stored securely in the cloud, ready to deploy when you’re ready. In any disaster scenario, automatic backups support business continuity, helping you get back up and running faster.

Compliance

Today’s data privacy legislation is complex and stringent. Backup software helps you stay on the right side of regulatory frameworks such as HIPAA, PCI, SOC 2, and GDPR. Fines for non-compliance range in the millions of dollars, and any breach has profound implications with regard to your business reputation.

Your backup software provider helps you ensure your policies and practices align with these mandates, which is one less thing for you to worry about.

Rewind Automatic Backup Software

Rewind is the leading provider of backup-as-a-service (BaaS) applications. They have dedicated backup and recovery solutions for a variety of business verticals and niches, including QuickBooks Online, GitHub, Shopify, Trello, and more.

Since 2015, Rewind has been backing up and restoring data for over 100,000 customers worldwide. Within the Rewind Vault, where secured backups are stored on the cloud, there are over 30 billion data points being protected. Thanks to automated daily backups, Rewind can recover data at a granular level: users can restore a single file, such as a product image, or a whole set of files, like a product inventory. Specific and precise data recovery tools enable businesses to mitigate the risk of data loss, as they can easily restore their data at any time. This minimizes expensive downtime, maintains productivity, and increases your company’s reputation as an organization that takes their responsibility to protect client data seriously.

In conclusion, it’s easy to see the many ways in which automatic backup software supports your business. No matter what you do, from ecommerce to accounting, software development, marketing, consulting, and more, you need to protect your data with reliable automated backup software.

Knowing your data is backed up and available for you to deploy anytime, anywhere, and for any reason is the ultimate peace of mind. Automating the process is the proverbial icing on the cake, as it gives you more time to do what you do best, and we all need some of that.


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Sarah Bader
Sarah Bader is a content writer, tech enthusiast, and passionate supporter of the Oxford Comma. When she puts her pen down, she can often be found riding her bike around Ottawa or watching trashy reality tv with her dog (he’s a big fan).