Beitrag von Bilel Ghayou, Juni 2025

The Difference Between Backup, Archiving and Synchronization – and Why It’s So Important

Anyone who wants to protect their data will sooner or later face the question:
"Is my cloud storage sufficient? Or do I need a proper backup?"
Terms like backup, archiving, and synchronization are often confused in everyday use - yet they serve completely different purposes.

In this article, we'll explain the differences briefly and clearly - and show what really matters for genuine data security.

What is Archiving?

Archiving refers to the long-term, immutable storage of data, usually for legal or internal company reasons. The data is stored in a format that is protected against modifications. S3 Storage with Object Lock is typically used for archiving data.

Typical Use Cases:

  • Tax-relevant documents (10-year retention requirement)
  • Contracts, protocols, or scientific data
  • Emails under GoBD regulations (in Germany)

Important: Archived data is often not intended for daily access but serves for traceability and documentation.

What is Synchronization?

Synchronization means aligning data between two or more devices. If a file is modified or deleted on one device, the same happens on all other synchronized devices - almost in real-time.

Typical tools: Filesync, Dropbox, OneDrive, Google Drive

Advantages:

  • Flexible access from anywhere
  • Versioning
  • Good team collaboration
  • Fast data synchronization

But beware:
If you accidentally delete or overwrite a file, it's gone everywhere - including the cloud. Without versioning or trash bin, data often cannot be recovered.

What is a Backup?

A backup is a security copy of your data - created at a specific point in time, automated, versioned, and stored separately from the original system.

A professional backup system like our Server Backup protects you from:

  • accidental deletion
  • cyber attacks (e.g., ransomware)
  • unwanted data modification
  • hardware failures
  • human errors
  • natural events like fire or water

Only a real backup offers:

  • Multiple versions (points in time)
  • Automation without manual intervention
  • Recoverability even in case of complete failure

Further recommendations for data security are provided by the National Center for Cyber Security (NCSC), the Federal Office for Cyber Security.

Conclusion: Three Terms - Three Functions

Whether synchronization, archiving, or backup - all three concepts have their justification but pursue completely different goals. Those who only synchronize enjoy flexibility but risk data loss. Archiving ensures legal compliance but doesn't actively protect against data loss. Only a real backup provides the comprehensive protection that modern companies need in the digital age. Therefore, it's crucial not to rely solely on well-known cloud services but to invest specifically in professional backup solutions.

FunctionPurposeSafe from data loss?
ArchivingProof, retentionNo
SynchronizationAccess, collaborationNo
BackupProtection, recoveryYes

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