Cloud Synchronization vs. Cloud Backup: What's the Difference?

You're looking for a way to keep your important files safe and secure, so chances are that if you're reading this, you're trying to figure out what's the best way to do so using cloud technology. Cloud synchronization and cloud backup are two terms that often come up, but they are not exactly interchangeable.

A while ago, we wrote about the difference between cloud storage and cloud backup. So, this time, we're focusing on the difference between cloud sync and cloud backup. Read on to learn when to use each of these technologies for optimal file security without sacrificing productivity.

Cloud synchronization

You can use your Koofr cloud storage to set up a synchronized folder, which can then be accessed by and synced with one or more devices. When you make changes to a file stored in a sync folder on your computer, the changes will be saved in your cloud storage as well. Moving files to a sync folder on your computer will automatically create copies of the files in your cloud storage.

Cloud sync can be really useful if you want to access your files from different computers or share them with other people without spending time doing manual file transfers. You can use advanced exclusion rules to stop certain files or file types from synchronizing within a sync folder, too.

One important thing to keep in mind with cloud sync is that sync rules also apply to deleting files. If you delete a file in one location, it will also be deleted in all other synced locations. Synchronization is not a replacement for backup!

Use cases:

• Collaborating on files with colleagues. Say goodbye to sending files manually every time you make a change! If sharing files with your coworkers is a part of your routine, think about setting up a sync folder and sharing that folder with them. That way, you can save your work directly into your sync folder, and they'll be able to instantly access them. This is how we do it in the Koofr creative team, too.
• Sharing files without having to upload them separately. For example, if you're a parent, chances are that you're often sending pictures of your kids to your parents and in-laws. By setting up auto sync for your device, all you need to share with them is the link to the picture using the Send link option. No more hassle!
• Connecting two or more of your own devices for seamless work, wherever you do it. If you're using multiple devices, for example a tablet and a computer, or a laptop at the office and a desktop computer at home, you can use cloud sync to keep your files up to date on all of them. That way, it's easier to pick up where you left off at home or on the go, without always having to transfer the latest version of your files by hand.

Here's how you can set up synchronization and how to exclude files from sync in Koofr.

Cloud backup

Backup systems periodically create snapshots of your files and store them so that you can restore your data in the event of sudden data loss. They come in many shapes and media types, and one of these is cloud backup. It just means that your backup snapshots are stored in the cloud, whether it is a dedicated location in your cloud storage account or a specialized cloud backup service.

Cloud backup is amazing since it's impervious to any mechanical failure you might experience. Cloud service providers ensure redundancy by storing your files in multiple different physical locations. Backup also requires much less storage space than if you were to save a copy of all your files in your cloud storage as is.

On the other hand, because the backup consists of compressed images and snapshots of files, you can't really access your backed up files on demand. You will first need to restore a backup before opening your file.

Use cases:

• Storing a large quantity of files and their file history. When your files are backed up, they are compressed, so backups usually require much less space than if you were to store your files in regular storage. Each subsequent snapshot will usually only record any changes from the previous one to save even more space. But since the files are compressed, you can't easily access them without restoring a backup and extracting the files.
• Recovering your files in case of loss or theft. Cloud backup lets you restore your files if your device malfunctions or if it is stolen. Using cloud sync to keep a virtual copy of all your files can quickly get expensive, so we recommend using a backup system for everything that you don't need to sync.
• Recovering an older, lost file. If you deleted a file some time ago and it cannot be recovered from your cloud storage trash anymore, then having an older backup snapshot lets you restore the lost file as if you had never deleted it.

We recommend implementing a backup strategy that uses the 3-2-1 principle to ensure your files are backed up securely.

Comparison chart

Do you rely on cloud sync, cloud backup, or both? Join the conversation in our Reddit community!