These three concepts that star in this guide are quite similar, but there are differences between them, even these terms have the same basis: copies of the data. However, when using each of the concepts is where the differences between the three are perceived.

Differences of each of the concepts

Backup

It is simply the copy of a data, data set or several data sets, nothing more than that. The main purpose of a backup is to be available in case there is a problem with the original data. For example, if there are one or more corrupted files, the backup can replace them with a copy that is entirely intact, greatly facilitating the recovery of data against a possible disaster. It is highly recommended to effectively protect your backups , in case we need them, to have no added problems.

Archive

This term can easily be confused with backup. It should be kept in mind that a file is in charge of providing a history of the data copies in order to fulfill certain requirements. For example, those of a legal nature.

A file does not need to be restored quickly for its content to be used, such as backups. This can even be stored in data centers with cheaper infrastructure and operation methods. The reason for this is that the file should only be accessed under special circumstances. Some examples that we can cite is an external audit or a court order, to access certain information.

As we see, the archiving process involves the data. However, these are stored differently in relation to a backup. In addition, there may be cases in which e-discovery programs must be used to search large data sets.

Disaster Recovery

When we talk about disasters, we don’t just do it for the data. Rather, for the whole. Imagine that you have a data center and it is affected by a fire due to a short circuit generated in one of the computers. Virtually all the equipment is damaged and, as a consequence, the entire operation is totally stranded.

An organization must take essential measures for disaster recovery. Not only must preventive and / or proactive measures be taken into account, but also reactive ones. Only a tiny part of disaster recovery has to do with restoring the data in question.

The importance of applying the concepts in the correct context

Knowing the essential differences between backup, archive, and disaster recovery is very important, mainly because there is a tendency to want to use backups for everything. Including the creation of the organization file.

The main problem with wanting to use a backup for archiving is that it is not the most practical option. It may take less time to build, but in the end it is much more complicated, especially when searching the databases. Therefore, it is not possible to erase data very easily if it is a backup.

Now, having to delete data is a very important task, especially if we are talking about compliance with rules and regulations . There are local and / or regional regulations that limit organizations to keep data stored for a certain period of time, for example, for 12 or 24 months. Even if there are no legal implications, keeping data stored for a long time carries high risks of data leakage. The latter can lead to various cyber attacks such as phishing for data theft.

Can the file be used for backups?

The archiving process is recommended when we need the data to be properly stored and preserved. The confidentiality , integrity and availability of data are part of the trio of information security. Precisely, this context demonstrates how important it is to apply it so that the data is not violated or corrupted.

However, one might ask: why is it not a better idea to have a file ? Maybe. To the file I could treat it as a backup and if some kind of disaster occurs, I can restore it. The problem starts when you need to restore data from a file. It is not fast, agile and effective enough as the backups themselves. Keep in mind that a file does not have the capacity to manage a data restoration process, which implies:

• Obtaining a specific file and in turn:
  • Must have a specific format
  • Coming from a specific location
  • From a specific database

As we have verified, the three main concepts of this guide are very similar, but with very different applications between each one. Proper use of backups and archiving contributes greatly to the proper and secure management of data.

A good strategy and choice of practices and tools for disaster recovery will allow the organization to recover its normal activities without having too much impact on productivity and other indicators. This regardless of the cause of the disaster, whether internal or external.