By 2027, IT departments are set to spend over $1 trillion on cloud services—a 288% increase from 2020. As reliance on SaaS applications grows, understanding data backup responsibilities is crucial. Yet, a recent survey of 400+ IT professionals reveals a troubling gap in knowledge about backing up SaaS data. With 84% of business-critical data housed in SaaS applications, it’s essential for IT leaders to grasp their backup roles to prevent significant data loss. In this post, we explore how data loss occurs in SaaS, what IT professionals need to know, and effective strategies for data protection in the cloud.
Despite advancements in cybersecurity, the greatest threat to data security often comes from within. A recent survey reveals that 84% of organizations have suffered data loss due to human error, with nearly half experiencing such incidents multiple times. Compounding this issue, 82% of respondents reported data loss caused by third-party applications, with 63% facing repeated problems. As businesses become increasingly reliant on SaaS applications—nearly 60% describe themselves as very or extremely dependent—the risk of data loss from human mistakes and unauthorized apps grows. To combat these challenges, organizations should implement strict access controls, provide employee training, adopt robust Backup-as-a-Service (BaaS) solutions, and closely monitor third-party integrations. By addressing these common vulnerabilities, businesses can better protect their critical data and reduce the likelihood of costly data loss incidents.
SaaS solutions ease the burden of maintaining software infrastructure, but they don’t cover data loss responsibilities. According to their terms of service, SaaS providers are not liable for data management, security, or backups—these are the client’s responsibilities. Despite this, a survey reveals that 56% of respondents don’t understand this, with only 44% correctly identifying that backing up cloud applications is their duty. Although data is stored in the cloud, recovering it can be as challenging as finding a needle in a field of haystacks. It’s essential for organizations to implement robust backup solutions and understand their data management roles to prevent costly data loss.
As organizations expand, their reliance on SaaS applications grows. In 2023, a Zylo report revealed that companies with 2,500–5,000 employees use an average of 422 SaaS apps. Departments like Finance, Marketing, and Product Development are increasingly procuring and managing their own software budgets, bypassing the IT department. This decentralization leads to Shadow IT—a scenario where non-technical staff handle user access, permissions, and data security, often without the expertise required.
A troubling 76% of survey respondents admitted to reading their terms of service multiple times, but this usually only applies to apps they manage directly. Shadow IT further complicates shared responsibility, placing data security in the hands of those less equipped to handle it effectively. This creates significant risks, often going unnoticed until critical data loss occurs.
While 85% of survey respondents have backup or recovery options for their SaaS applications beyond what vendors provide, many of these methods are limited and cumbersome. Surprisingly, 17% mistakenly rely solely on their vendor for data backup, while 35% use in-house tools. Even more concerning, 29% still depend on manual backup processes, which are both time-consuming and prone to human error—one of the primary causes of data loss.
In-house solutions and backup scripts may reduce manual work, but they add complexity and require constant updates to accommodate changes in SaaS application APIs. For enterprise companies managing up to 644 apps, this maintenance burden can become overwhelming, highlighting the need for more efficient and scalable backup solutions.
As companies grow, so does their reliance on SaaS applications. According to recent data, the average large company uses 422 apps, but this number varies significantly by company size:
- 1–500 employees: 172 apps
- 501–2,500 employees: 255 apps
- 2,501–5,000 employees: 422 apps
- 5,001–10,000 employees: 392 apps
- 10,001+ employees: 644apps
Managing in-house backup scripts for these numerous applications can be a significant challenge. Frequent updates to SaaS vendor APIs require constant monitoring and adjustments to backup scripts, creating a heavy burden for IT departments. This complexity underscores the need for scalable and efficient backup solutions that can handle a large number of applications without the maintenance hassles associated with in-house scripts.
As organizations grow and the number of SaaS applications increases, managing data backups becomes more challenging. Backup-as-a-Service (BaaS) offers a scalable solution to this problem with its subscription-based, fully managed backup and recovery service. BaaS continuously runs in the background, maintaining a reliable and automated backup of your SaaS applications directly in the cloud.
Unlike traditional methods that rely on local servers, BaaS integrates directly with your SaaS apps, securely transmitting data to cloud servers. This approach ensures your data is constantly updated and readily available for recovery, whether you need to restore an entire system or a single item. For enterprise companies with overburdened IT staff, BaaS alleviates the strain of manual backups and eliminates the need for extra local storage, streamlining data management and enhancing overall efficiency.
For organizations growing or processing massive amounts of data, BaaS is essential as it lowers IT costs and provides reliable protection against data disasters.
The best BaaS solutions are like silent partners. They’re always in the background protecting your data when you need them, so you can have peace of mind knowing your data is always safe and secure. Here are some of the features you should look for in a BaaS provider :
As organizations scale and their reliance on SaaS applications increases, effective data management becomes crucial. Understanding your data backup responsibilities, especially in the context of growing numbers of applications and the complexities of Shadow IT, is essential to prevent data loss. While in-house solutions and manual backups often fall short, Backup-as-a-Service (BaaS) offers a scalable, automated alternative that integrates seamlessly with SaaS applications. By adopting BaaS, businesses can streamline data protection, reduce IT burdens, and ensure reliable, efficient backup and recovery solutions. Investing in a robust BaaS provider with continuous backup, secure data transmission, and easy recovery features will safeguard your critical data and support organizational growth.
