Evaluating the Best Backup Services: What to Look For and Popular Options

If you’re here right now you’ve probably realized how important it is to backup your data. Hopefully your research is proactive and you’re not dealing from a recent incident. 

With so many options on the market, understanding the nuances of backup services and making an informed decision is key to ensuring your data security and availability. 

Here’s a guide to help you evaluate backup services and find the right one for your needs.

What Is a Backup Service, and How Does It Differ from Backup Software?

A backup service is a third-party solution that automates data backup, storage, and restoration processes, typically through the cloud. Backup services are managed entirely by the provider, including server maintenance, updates, and scaling, making them ideal for businesses looking to outsource their data protection needs. 

In contrast, backup software is a tool businesses purchase to set up and manage their own backup systems, often requiring on-premises infrastructure and IT expertise. While backup software offers more control, it demands significantly more resources and is generally less scalable than backup services.

Common Requirements When Looking for a Backup Service

When choosing a backup service, it’s essential to identify the key features that align with your business needs. A reliable solution should not only protect your data but also enhance your ability to manage, recover, and scale your systems efficiently. By focusing on common requirements such as compatibility, security, and recovery speed, you can ensure your chosen service meets both current and future demands, safeguarding your organization against data loss and downtime.

Requirements include:

• Compatibility with the platforms you use, such as Google Workspace, Microsoft 365, Salesforce, or Slack
• User-friendly dashboards and automated workflows
• Strong security measures like end-to-end encryption and advanced authentication options
• Fast recovery speed for quick data restoration during outages or cyberattacks
• Scalability to grow with your business needs
• 24/7 customer support for critical incidents

Lesser-Known Issues to Consider When Evaluating Backup Services

While the obvious factors like security, compatibility, and ease of use dominate discussions about backup services, there are subtle yet critical issues that often go unnoticed. These lesser-known considerations can significantly impact the effectiveness and long-term value of your chosen solution. By addressing factors such as data retention policies, hidden costs, and vendor flexibility, you can avoid unexpected challenges and ensure your backup strategy is as robust as possible.

They include:

• Version history retention. Check how many versions of your files the service retains and for how long. Limited retention can leave gaps in your recovery options.
• Storage costs. Some services have hidden fees for exceeding storage quotas, so review pricing models carefully.
• Vendor lock-in. Ensure your data can be easily exported if you switch providers to avoid being locked into a single ecosystem.
• Legal jurisdiction. Be mindful of where the service provider’s data centers are located, as different countries have varying data privacy laws.
• API limitations. Some backup services rely on APIs for data retrieval, which can be slow or incomplete under certain conditions.

We go into more detail on the what to look for here: “Evaluating the Best Backup Services”.

Highly Rated Backup Services

With so many backup services available, it can be daunting to decide which one best fits your organization’s needs. Each service offers unique features, from advanced security measures to seamless integrations with cloud platforms. By understanding the strengths and specialties of leading providers alongside your own requirements, you can make an informed choice that aligns with your data backup needs.

Here are some popular backup services you’ll find as you continue your research: 

Spin.ai

Spin.ai offers the best of both a backup service and software. Spin is a 3rd party backup service that puts your IT team in control. It’s designed specifically for cloud platforms like Google Workspace, Microsoft 365, Salesforce, and Slack. It goes beyond simple data backup, incorporating features like ransomware detection, real-time monitoring, and automated recovery. These advanced security measures can protect businesses from cyber threats that standard backup tools may miss. 

Spin.ai also ensures compliance with data privacy regulations such as GDPR and HIPAA, making it an excellent choice for businesses in highly regulated industries. Its intuitive dashboard and robust reporting capabilities make it easy to manage backups and monitor system health.

Notable features:

• Automated backups performed up to three times daily for continuous data protection
• Granular recovery options for individual files, emails, or entire accounts
• Secure storage with support for providers like AWS, GCP, Azure, or bring your own storage (BYOS)
• Data storage in 32 global locations to meet compliance and residency requirements
• Flexible retention periods from six months to indefinite, customizable to business needs
• Advanced search functionality for quick and precise data recovery
• High backup success rates with technologies to prevent failures and throttling issues

AFI

Afi.ai provides a comprehensive SaaS backup solution tailored for platforms like Microsoft 365, Google Workspace, and Kubernetes. Its modern cloud architecture, powered by micro-services and AI technology, enhances data protection and operational efficiency. Afi.ai offers automated, SLA-based backups with unlimited retention, ensuring data is consistently safeguarded. 

The platform supports granular item-level recovery and instant account restoration, complemented by full-text search capabilities for efficient data retrieval. Security features include AI-driven ransomware detection and immutable, encrypted backups to protect against unauthorized access and cyber threats. Afi.ai’s user-friendly interface and proactive monitoring make it a robust choice for businesses seeking reliable and intelligent data protection solutions.

Compare Spin vs. Afi

Spanning

Spanning Backup delivers enterprise-grade, automated backup and recovery solutions for SaaS applications, including Google Workspace, Microsoft 365, and Salesforce. Designed to protect against data loss from user errors, malicious activities, and other unforeseen events, Spanning ensures that critical business data remains secure and accessible.

Spanning’s user-friendly interface lets both administrators and end-users perform rapid, self-service restores, minimizing downtime and reducing the burden on IT teams. The solution also supports compliance with various regulations, including HIPAA and GDPR, by providing data centers in multiple global regions and maintaining necessary certifications. 

Compare Spin vs. Spanning

SysCloud

SysCloud offers automated cloud-to-cloud backup solutions for critical SaaS applications, including Google Workspace, Microsoft 365, Salesforce, HubSpot, Slack, and QuickBooks Online. Designed to protect against data loss from human errors, malicious attacks, and technical failures, SysCloud ensures that your data is securely stored in AWS cloud storage across multiple global locations.

The platform provides advanced features like ransomware detection, compliance monitoring, and eDiscovery searches, all accessible through a user-friendly dashboard. With customizable backup settings, including flexible retention periods and automated backups up to three times daily, SysCloud allows IT administrators to tailor the system to their organization’s specific needs. Its robust security measures, such as end-to-end encryption and immutable backups, ensure that your data remains protected against unauthorized access and cyber threats. 

Compare Spin vs. Syscloud

Other Notable Backup Services

Veeam

Veeam is a leader in hybrid cloud backup, offering solutions that integrate seamlessly with both on-premises and cloud environments. It is highly customizable, allowing businesses to create tailored backup workflows suited to complex IT infrastructures. Veeam’s strength lies in its versatility—it can handle virtual machines, physical servers, and cloud workloads, all within a single solution. Its advanced recovery options, such as instant VM recovery and application-aware processing, make it a top choice for enterprise environments where uptime is critical.

Datto

Datto is a trusted name among managed service providers (MSPs), offering robust backup solutions tailored to IT service companies. Its disaster recovery options are particularly noteworthy, allowing businesses to recover quickly from significant data loss events. Datto also provides tools for business continuity, enabling organizations to maintain operations even during outages. Its user-friendly interface and MSP-specific features, such as multi-tenant management, make it a popular choice for service providers managing multiple clients.

Druva

Druva offers enterprise-grade backup solutions through a SaaS-based model, eliminating the need for on-premises infrastructure. It excels in compliance and governance, providing extensive reporting and monitoring tools to meet regulatory requirements. Druva’s global deduplication technology optimizes storage usage, making it a cost-effective option for large-scale data protection. Its ability to protect workloads across multiple environments—including endpoints, data centers, and SaaS applications—makes it a strong choice for enterprises with complex data protection needs.