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The cloud’s inherent data backup capabilities won’t do you much good if your staff doesn’t know how to take advantage of them.
As great as a cloud-based solution like our Virtual Data Center is, in order to work properly, your end-users have to know where and how to store files. If they’re saving their work to a local device, it won’t benefit from the built-in data continuity and security features offered by the cloud.
That’s a big risk. Consider the facts:
That’s why you need to make sure your staff has the right data storage habits.
Before we talk more about our recommended proper data storage habits, let’s cover the basics. Remote Desktop Services give you access to and control over a given computer instance from any configured device in any location.
Known in the past as “Terminal Services”, Remote Desktop Services is a “component of Microsoft Windows that allows a user to take control of a remote computer or virtual machine over a network connection.” It gives users the capability to have the same computing experience whether they are using their in-office work computer or while remote working at home or on the go. Users have the same access no matter where they are, as they can utilize their work-related applications, access their files and data that are stored on the network, and do everything else they would be able to do in the office.
A major benefit of using a Remote Desktop Service (RDS) environment like our Virtual Data Center in our Private Cloud is the complete built-in data back-up, data retention, and disaster recovery solution it provides.
That said, in order to take advantage of this great feature, all stored data must be in the user’s Remote Desktop or on a shared drive designated for the user or the user’s organization. This means all file storage, saved files, file downloads, etc. must be located in one of those locations; either in the RDS or on the shared drive.
The bottom line is that your staff needs to understand the difference between their local device and the cloud. Anything stored locally is not backed up, which means if it’s accidentally deleted, encrypted, or something else happens, it’s gone for good.
That’s why your staff needs to follow data storage best practices. Any and all files that have been saved or downloaded to the user’s local computer and are being stored there must be moved to the RDS or the shared drive.
This is important to keep in mind when using conferencing applications like Zoom and Microsoft Teams, as they require the user to leave the RDS and utilize them via the local computer. Therefore, any files transferred, downloaded, created and saved, etc. to the local computer during that time would need to be moved to the proper storage location(s).
If you use an RDS environment, your standard IT policies need to dictate proper location(s) for storing data and the consequences of not following this policy. Those consequences would include the potential and likely loss of any data not stored in the designated location(s) due to acts outside of anyone’s control, such as hardware failure, software corruption, device repair/reset, etc.
If you want your users to be able to store data locally and still rely on a backup, you’ll need to subscribe to a cloud-based backup solution that provides that type of service. This can be costly, and you would need to be sure it is reliable, provides a high level of security, is regularly tested for data integrity, and is HIPAA compliant.
That’s why GO Concepts strongly recommends storing all files either in the user’s RDS or the designated shared drive location. It’s simpler and more cost-effective.
If your staff isn’t storing critical work files in the correct cloud-based location, then that data is at risk:
Using new technologies and managing a team of remote staff members isn’t easy. We want you to know that you don’t have to do it alone — our team is here to help.
If you’re interested in the latest technology being employed by other organizations like yours and want Remote Desktop Services for your organization, get in touch with our team to discover more about how they work and what they have to offer your entire staff. We can help you ensure your staff has the right data storage habits and you have your critical data backup, retention, and disaster recovery needs properly addressed.