Most online backup services work with any major operating system including Windows, Mac, Unix, Linux, and more. Unlike other backup methods like tape drives or network servers, online backup doesn't require specific hardware. Simple client software lets you select the files you wish to backup, restore data, and view a history of changes.

The installed software allows you to schedule an online backup of critical files and documents, complex databases and company mailboxes. It's sophisticated enough that you can access individual documents, system files, and even email messages at any point in time and restore them back to your computer, yet simple enough for anyone in your office to use.

When an online backup runs, the information is sent over the Internet to servers at a secure data center. On-site personnel ensures the data centers are operating smoothly 24x7x365. They monitor the Internet and power connections and make sure the server room is cool and dry. More importantly, the setup is redundant – if there is a problem at the data center, your file transfers automatically default to a backup data center in a different location. This ensures your scheduled backups occur on time even if the primary data center has an outage.

Backing up data requires a lot of bandwidth, so most businesses schedule online backups at the end of the work day when computers aren't in use. You can schedule real-time backups that take place in the background while you work, but they can slow down computer performance and hamper productivity.

To recover your data, you log in to the client software and select the restoration option. This will pull up a detailed list of changes to the file you're restoring. You can then select which version to download to your network.

Initial online backup process
The heaviest lifting in the online backup process is the "seed backup." This initial backup occurs on a service-provided hard drive at your office and captures a complete image of all the computers on your network and downloads the configurations to an external hard drive. The data is compressed and encrypted, and the hard drive is then shipped to the data center.

The seed backup is important for two reasons. First, it gives the vendor a point of reference for what your system should look like. If your system is hit with a disaster, they can use this mirror image to restore your network.

Second, seed backups speed future daily online backups. While the initial process takes many hours to complete, subsequent backups take only 10 to 15 minutes a day. The process is streamlined because the software transmits only the incremental changes to the data center.