How to choose a cloud backup service: a 10-point checklist

Cloud backup services can look alike at first glance. The differences show up when you need to restore: how far back you can go, how fast you get your data, and whether your files were protected the way you expected. Use this 10-point checklist to compare services before you sign up.

1. What does it back up?

Some services back up a single computer. Others cover multiple computers, external drives, servers, NAS devices, mobile phones, or business apps like Microsoft 365 and Google Workspace. Make a list of every device and service you need to protect, then rule out anything that doesn't cover it.

2. Automatic, continuous backup

The best backup is the one you don't have to think about. Look for automatic scheduling or continuous backup that picks up changes throughout the day, and for clear alerts if a backup stops running.

3. Versioning and retention

Versioning lets you restore earlier copies of a file. Check:

• How many versions are kept, and for how long.
• How long deleted files are kept before they're removed from the backup.
• Whether you can extend retention, and what it costs.

Longer retention gives you more room to recover from problems you don't notice right away, like slow file corruption or a ransomware infection.

4. Encryption and privacy

Your data should be encrypted in transit (as it travels to the provider) and at rest (while stored). For maximum privacy, look for an option to set a private encryption key so only you can decrypt your files. Remember the trade-off: if you lose that key, the provider can't recover your data for you.

5. Account security

Your backup account is a valuable target. Make sure the service supports multi-factor authentication, and for businesses, role-based admin access and activity logs.

6. Restore options and speed

This is where services differ most. Look for:

• Restoring individual files and folders through an app or web browser.
• Restoring an entire computer to a new device.
• Physical restores, where the provider ships your data on a drive, which helps with large amounts of data or slow connections.
• For businesses, image-based or bare-metal restores to get servers running again quickly.

7. Backup speed and network impact

The first backup can take days for large amounts of data. Check whether the service lets you throttle bandwidth, pause during work hours, or seed the first backup by shipping a drive.

8. Pricing model

Cloud backup is usually priced per computer or per amount of storage. Per-computer plans can be great value for one machine with lots of data; storage-based plans can be better for several devices with less data. Watch for:

• Introductory prices that rise at renewal.
• Fees for extended retention, extra devices, or physical restores.
• Limits on external drives or file types.

9. Platform support

Confirm the service supports every operating system you use (Windows, macOS, Linux, iOS, Android) and, for businesses, your servers, virtual machines, and databases.

10. Data location and compliance

If you have legal or industry requirements, check where your data is stored and whether the provider supports the compliance needs that apply to you. Businesses should also ask about service-level commitments and support hours.

Quick comparison checklist

• Covers every device and app I need to protect
• Backs up automatically or continuously
• Keeps versions and deleted files long enough for me
• Encrypts data in transit and at rest, with an optional private key
• Supports multi-factor authentication
• Offers the restore options I'd actually use
• Lets me control bandwidth during the first upload
• Has clear pricing, including renewals and add-ons
• Supports all my operating systems
• Meets my data location and compliance needs

Before you commit: test a restore

Most services offer a free trial or money-back period. Use it to back up a folder and then restore it. You'll learn more about a service in that one test than from any feature list.

New to backup? Start with what is data backup and the 3-2-1 backup rule.