Transitioning to a modern cloud-based data backup solution has become crucial for organizations handling sensitive information. Cambridge Enterprise, a subsidiary of the University of Cambridge, experienced notable improvements by switching from traditional tape backups to Keepit’s cloud-to-cloud backup service. This shift not only ensured data security but also brought about significant cost savings and operational efficiencies. Here’s an in-depth look at why Cambridge Enterprise opted for Keepit.
Challenges with Traditional Tape-Based Systems
Labor-Intensive Processes
For years, Cambridge Enterprise relied on an on-site N:drive and tape backup system to secure its valuable research data. This method demanded rigorous manual efforts, including regular rotation of tapes and off-site storage. The process was not only labor-intensive but also susceptible to human error, which could lead to potential data loss. With the primary function of transforming research into commercial applications, Cambridge Enterprise could not afford the pitfalls of manual tape management, such as misplacement or improper storage of tapes, which could compromise the integrity of their data. Furthermore, the task of constantly monitoring and replacing tapes detracted from time better spent on more strategic initiatives.
The need for a constant physical presence to manage and secure tape backups also posed logistics issues. Tapes required precise environmental conditions to prevent degradation, and any lapse in proper storage protocols could result in lost data. As the University of Cambridge expands its research output, the volume of data needing backup grows proportionally, making tape-based backup increasingly untenable. The demanding nature of this legacy system clearly indicated the need for a more efficient and reliable backup method that could scale with the institution’s growing data requirements.
Reliability Concerns
The tape-based system posed reliability issues. Given the sensitive nature of their data — encompassing patents, licenses, and groundbreaking research — the fragility and potential for degradation inherent in tape storage presented a significant risk. The organization needed a more dependable and robust solution to ensure long-term data integrity and security. As tapes can be mechanically complex and prone to faults, they present an unacceptable risk for storing irreplaceable data. Even routine tape degradation over time could erode the reliability of stored information, undermining the long-term commitment Cambridge Enterprise has to securing its projects.
In addition, the risk of disaster recovery was a constant concern. Tape systems required manual intervention not just for regular backups but also for data restoration. In an emergency, the time taken to recover critical data using tapes could jeopardize ongoing research and commercial projects. Unlike modern backup solutions, traditional tape backups lacked the immediacy and automation necessary for quick data recovery. The holistic reliability concerns — from mechanical failures to environmental vulnerabilities — underscored the urgency for transitioning to a more secure, modern backup method.
The Leap to Cloud Services
Migrating to Microsoft Cloud Ecosystem
In 2019, Cambridge Enterprise embraced the Microsoft cloud ecosystem, centralizing its data within Microsoft 365 and Dynamics CRM. While this transition offered numerous benefits, it introduced new risks. Reliance on a single cloud environment made data vulnerable to accidental deletions, prompting the search for supplementary backup measures. Despite the comprehensive capabilities of the Microsoft cloud suite, the absence of an additional safeguard against inadvertent data loss posed a significant threat. Internal reviews identified that human error or technical malfunctions could lead to irrecoverable data loss, making it vital to seek a robust, complementary backup solution.
The initial migration to Microsoft 365 and Dynamics CRM was driven by a need for higher efficiency and better integration of data. This shift streamlined collaboration and improved data accessibility across the institution. However, consolidating their data into a single system also highlighted the intrinsic risk associated with not having an independent backup. As Cambridge Enterprise delved deeper into its cloud journey, the need for a solution that could seamlessly integrate with their chosen Microsoft applications and offer superior data protection became increasingly apparent. Identifying and implementing an effective backup strategy was crucial to maintaining their obligation to secure research data.
Identifying the Need for Additional Safeguards
After the move to the cloud, Cambridge Enterprise recognized the necessity for independent backup solutions to safeguard against data loss. The realization that storing all critical information in one place posed significant risks led to a proactive search for a comprehensive backup service. The fear of data compromise, whether from malicious attacks, software errors, or end-user mistakes, highlighted the vulnerabilities inherent in a single-point storage system. The academic and commercial implications of data loss were profound, pressing the need for a dependable secondary backup to fortify their primary cloud setup.
Cambridge Enterprise understood that its data’s sensitivity and longevity demanded multi-layered protective measures. As their digital environment became increasingly complex, they sought a backup solution that could not only offer resilience against potential data threats but also ensure compliance with data governance and retention standards. By prioritizing the preservation and accessibility of their data, Cambridge Enterprise made a calculated decision to explore advanced, third-party backup solutions that could offer the necessary redundancy and security.
Choosing Keepit: The Secure Backup Solution
Insights from Peer Experience
Cambridge Enterprise turned to Keepit after learning from Oxford University Innovation’s positive experience. This peer endorsement highlighted Keepit’s reliability and data security capabilities, making it an attractive option. The success observed by Oxford University Innovation in mitigating data risks with Keepit provided Cambridge Enterprise with a tangible example of how SaaS cloud-to-cloud backups could offer the reliability and ease of use they sought. Understanding that another leading institution had field-tested and validated the efficacy of Keepit fostered trust and confidence in their decision to pivot to cloud-based backups.
Moreover, Keepit’s track record of catering specifically to the nuances of academic and research environments reassured Cambridge Enterprise of its suitability. With such positive feedback from a comparable organization, Cambridge Enterprise was convinced that Keepit’s infrastructure and security features could efficiently address their unique data protection needs. The promise of seamless integration with existing Microsoft services and the potential to future-proof their data security infrastructure further inspired the shift to Keepit.
Comprehensive Protection
Keepit offered a robust cloud-to-cloud backup system designed to protect data housed in Microsoft 365 and Dynamics CRM. The service’s feature of maintaining data in independent data centers provided an additional layer of security, which was particularly appealing given the sensitive and innovative nature of Cambridge Enterprise’s projects. Keepit ensured that the backup process was automated, minimizing chances of human error and providing a reliable, hassle-free solution for data protection. The guarantee of data retention for potentially indefinite periods aligned with Cambridge Enterprise’s need for long-term and secure storage of critical research and intellectual property.
Implementing Keepit streamlined the organization’s backup and recovery processes, enhancing their overall data management strategy. Data stored in Keepit’s independent centers meant that even if there were disruptions or failures within the primary Microsoft cloud services, the backup would remain unaffected. This redundancy established a higher level of security for their data, reinforcing Cambridge Enterprise’s commitment to safeguarding valuable academic and commercial research. In an environment where data integrity is paramount, Keepit’s cloud-to-cloud backup system provided not only peace of mind but also a tangible enhancement in data resilience and security.
Realizing Cost Savings and Efficiencies
Elimination of Hardware Costs
By transitioning to Keepit, Cambridge Enterprise avoided the recurring expenses associated with purchasing and maintaining physical tape hardware. The cost savings were immediate and substantial, allowing the organization to allocate resources more effectively. Eliminating tape storage meant no more investment in physical media, storage facilities, or associated maintenance, which historically consumed a significant portion of the budget. These financial benefits afforded Cambridge Enterprise the flexibility to invest in other critical areas, fostering innovation and supporting their strategic goals.
Moreover, the switch to a cloud-based backup eliminated the need for capital expenditure on upgrading or replacing outdated hardware. This transition to a purely operational expenditure model is appealing for many organizations seeking to better manage their budgets. Freed from the high upfront costs and periodic investments required by tape-based systems, Cambridge Enterprise could now focus on enhancing its core functions without the financial burden of managing cumbersome hardware infrastructure. This shift marked a significant advancement towards cost efficiency and resource optimization.
Reduction in Administrative Labor
The automation provided by Keepit’s solution significantly reduced the manual labor previously required for managing backups. This meant that staff could focus on more strategic tasks, enhancing overall productivity and operational efficiency. The manual efforts associated with tape rotations, storage logistics, and regular maintenance checks were all but eliminated. With Keepit’s intuitive, user-friendly interface, the backup process became more streamlined, freeing up valuable IT resources to contribute to higher-value projects rather than routine administrative tasks.
Furthermore, the reliability and ease of accessing data backups through Keepit’s system reduced downtime during data recovery processes. Faster, more dependable recovery meant less time and effort spent by IT personnel troubleshooting and restoring data from physical tapes. These operational efficiencies not only improved productivity but also translated to better service levels within Cambridge Enterprise. Staff could concentrate on advancing research and commercial initiatives, knowing that their data backup solution provided robust, automated protection without constant oversight.
Enhanced Data Security and Reliability
Long-Term Data Retention
One of Keepit’s standout features was its ability to offer potentially indefinite data retention periods. This capability aligned perfectly with Cambridge Enterprise’s need for long-term storage solutions, ensuring that vital research data remained secure for future reference and compliance requirements. Unlike traditional tape storage, where tapes might degrade over time, Keepit’s digital storage model promised enhanced durability and reliability. This means Cambridge Enterprise could trust that their data would remain intact and easily retrievable, safeguarding the longevity of their intellectual assets.
The ability to retain data indefinitely also aligns with academic research norms, where data can have enduring value and may be revisited years or even decades later. Keepit’s system thus answered a critical need for Cambridge Enterprise, ensuring compliance with data retention policies without compromising the integrity of stored information. This assurance is particularly significant for research departments that depend on archived data for future studies, replications, and ongoing development.
Independent Data Centers
Keepit’s use of independent data centers provided robust and reliable backups, independent of the primary cloud service provider. This independence meant that even in the event of localized failures within the primary cloud, data would remain secure and accessible, providing peace of mind to Cambridge Enterprise. This level of redundancy is crucial for an organization that handles highly sensitive and irreplaceable information. By storing data across multiple locations, Keepit minimized risks associated with data loss from physical or technical disruptions at any single site.
Beyond risk mitigation, independent data centers also ensure regulatory compliance and data integrity. Cambridge Enterprise operates within a framework of strict data governance policies, and the assurance of compliance through Keepit’s independent infrastructure was an added benefit. The security protocols and physical separation of backup data from primary cloud environments underscored Keepit’s commitment to providing a resilient backup solution. For Cambridge Enterprise, this translated to enhanced confidence in their data protection strategy and a reinforced commitment to safeguarding their critical research and commercial outputs.
Embracing Modern Backup Solutions
Trends in SaaS-Based Backup Adoption
The move towards SaaS-based backup solutions is increasingly common among organizations seeking to enhance data protection and operational efficiency. These modern solutions offer flexibility, scalability, and improved security features that traditional methods lack. The shift from hardware-dependent systems to SaaS models enables organizations to quickly adapt to evolving data protection needs without the constraints imposed by physical media. Consequently, the SaaS approach aligns with contemporary business practices that prioritize agility, cost management, and risk mitigation.
For academic and research institutions like Cambridge Enterprise, the SaaS model offers the added benefit of aligning better with their expansion and data explosion strategies. As research outputs grow, so does the volume of data requiring protection. SaaS solutions can seamlessly scale to accommodate these demands, providing uninterrupted service without the logistical challenges of hardware upgrades. Additionally, the continuous improvement and updating of SaaS platforms mean that Cambridge Enterprise benefits from the latest security and technological advancements, ensuring their backup solution remains state-of-the-art.
Future-Proofing Data Protection
Switching to a modern, cloud-based data backup solution has become essential for organizations managing sensitive data. Cambridge Enterprise, a subsidiary of the University of Cambridge, saw significant improvements by transitioning from traditional tape backups to Keepit’s cloud-to-cloud backup service. This change assured them of heightened data security, substantial cost savings, and operational efficiency. Traditional tape backups were increasingly cumbersome, expensive, and time-consuming for Cambridge Enterprise. As the volumes of data grew, these challenges were amplified, making it clear that a more advanced solution was needed. Keepit’s cloud-based backup offered real-time data protection and seamless recovery options, allowing Cambridge Enterprise to focus more on their core objectives rather than on data recovery issues. The transition not only enhanced the reliability of their backup systems but also allowed them flexibility in managing their data. Keepit’s scalable solutions meant that as their data needs grew, the service adapted, providing a future-proof backup strategy. Here’s an in-depth look at why Cambridge Enterprise decided to opt for Keepit.
