Cloud backups vs cloud storage: what’s the difference (and why it matters)

Cloud storage has made it easier than ever to work from anywhere, but it’s also blurred the line between where data lives and how it’s protected.  

Just because your files are saved in the cloud, doesn’t necessarily mean they’re backed up. Storage is about accessibility, backups are about recovery. 

Cloud storage keeps data close and convenient for everyday work. Cloud backups create secure, independent copies you can restore from if things go wrong. 

Because sometimes, things do go wrong; you accidentally delete a client folder, your laptop takes a coffee bath, or a ransomware attack locks down your network. When that happens, you need backup. 

Storage keeps things handy. Backups keep things recoverable. 

Storage is where your files live day to day, for example, in OneDrive, SharePoint, Dropbox or Google Drive. It's designed for collaboration and easy access. 

A backup on the other hand, is a separate, point-in-time copy of your data that can be restored after accidental deletion, corruption or a cyberattack. The key is independence: your backup must be stored separately (even if it’s still in the cloud) so it isn’t affected if your main system goes down. 

Think of storage as your workspace and backup as your safety net. You need both to stay productive and protected. 

Why having both matters 

Cloud platforms operate on a shared responsibility model. Microsoft, Google and other providers ensure the reliability of their infrastructure, but your business is responsible for your own data. 

That means if someone deletes a file, a user account is compromised or ransomware encrypts your data, recovery isn’t always straightforward.  

While Microsoft and Google do have a form of backup, this may not be enough, and they’ll only hold your data for a set period of time, depending on your license. Which is why our preference is always for third-party backup. 

A proper backup solution gives you: 

• Protection from ransomware, so you can restore clean copies, instead of paying for recovery. 

• Peace of mind after mistakes, so you can undo accidental deletions or overwrites. 

• Continuity during outages, so you can get back up and running quickly. 

• Compliance assurance, to demonstrate control and accountability for data management. 

Local vs online backups, which is best? 

It’s possible to back up your files locally, such as using an external hard drive, USB stick or on-premise server. But while that’s better than nothing, local backups come with physical risks: damage, theft or another unfortunate coffee incident. 

Cloud backups, on the other hand, offer: 

• Resilience - your data is stored securely offsite, safe from local disasters. 

• Automation - regular, hands-free backups that don’t rely on memory or manual effort. 

• Scalability - storage that grows with your business, without hardware upgrades. 

• Speed - faster recovery when you need it most. 

A long-standing best practice is the 3-2-1 rule: keep three copies of your data, two on different types of storage, with one copy stored offsite. 

How to get it right 

• Automate your backups. Manual exports and “we’ll remember to download it” plans aren’t reliable. 

• Document responsibilities. Make it clear who’s accountable for managing and testing backups. 

• Build immutability in. Ensure at least one backup copy can’t be altered, even by administrators. 

• Understand your regulatory and compliance needs, for example, holding financial or employment data for 7 years. 

• Test! Ensure you can actually recover what you need, and what this process looks like when you’re in a pickle. 

Our approach 

We help organisations simplify and strengthen their data protection strategies. The means designing systems that balance accessibility and resilience, giving you confidence that your data is both easily usable and recoverable. 

We start by understanding your environment and risk profile, then recommend a solution that covers your devices, cloud platforms and endpoints.

How confident are you that your data is fully protected and recoverable? Talk to us to explore backup and recovery solutions that fit your business.