Online Service Makes Backing Up Files Simple, Inexpensive

Owned and operated by Toronto-based Acpana Business Systems, Data Deposit Box is one such service. The company states that Data Deposit Box was developed with this guiding idea: Make it simple for users by making it smarter than any other solution. Using an evaluation account, Test Center reviewers were able to see just how simple it really was.

After an account is created, users are prompted to activate it by supplying a password, pairing a security question and answer, and accepting the supplied terms and conditions. After that, the Microsoft Windows client can be downloaded (company sources tell us a Mac version is currently in the final stages of private beta).

By default, the client is configured to back up the most common folders, such as Desktop and My Documents. From that point on, additional files and folders can be selected easily by using checkboxes via a tree structure.

Because the client uses the same ports as an Internet browser, there are no firewall tweaks to worry about, although some security applications may prompt the user to allow the connection the first time the program is run. While we're on the subject of security, it's worth noting that Data Deposit Box uses "Bank Grade" encryption to protect the files backed up to the company's servers.

Among many, one of the features we liked most about the service is its ability to backup multiple versions of a file.

Through the client, the number of versions to be saved can be configured along with the minimum time span between versions. This can be very handy for retrieving documents that were accidentally changed along the way, as well as files that were overwritten by buggy upgrades or viruses. Furthermore, versions don't take up too much more additional space because only changes from the original file are saved on subsequent backups.

Another noteworthy feature is the Open File Driver that allows for the backup of files even if they are locked by another application. A perfect example of this is an e-mail client, such as Outlook, which typically keeps the mailbox continuously open, preventing backup.

Backups can be blocked from running by hour of the day and day of the week, but we didn't see any real advantage to this because the client only backs files up when they change anyway. Still, it's a nice addition for those users who may like it. Specific file extensions also can be excluded from being backed up.

During our testing, we were surprised to discover that the client did not hamper the computer's performance at all. Per the company's Web site, this is because it automatically suspends backups whenever the keyboard or mouse is used and resumes at a more opportune time. The status of the client can be checked at a glance via a small icon in the system tray.

As expected, the initial backup, which in our case was almost 22,000 files and 5.5 GB, took a considerable amount of time to run. But once it completed, the client monitored the configured files and only sprung into action when it saw any changes. This functionality also minimizes Internet usage, freeing the bandwidth up for other usage.

Restoring files is just as easy and can be initiated via the installed client or through the company's Web site. When restoring via the client, files are restored to a default folder on the root of the C drive called "Restore." This prevents current files from being accidentally overwritten. This default folder can be changed by the user.

If the Web portal is used, the user will be presented with a list of individual computer names to choose from. They can either restore the files individually or choose to add them to a download cart and restore them all at once. After selecting the files, users are prompted for a location to save them to, similar to downloading a file from a Web site. This also can be a useful way of retrieving files from a different location than where the original is.

Additionally, the service includes a sharing option that allows the user to select specific folders and/or files from the backup set and share them with others via a clickable link that can be e-mailed straight from the Web site.

There is an online administration console for corporate users who would like to create individual user accounts and track usage. These users can then be placed into departmental groups, allowing the admin to charge back storage fees to each department. Reports also can be generated based on this information, but the company does not offer to divide up the billing.

When it comes to cost, Data Deposit Box really shines. The service takes a monthly average of the daily storage usage and charges $2 per GB. Because the price is based on an average, users can add and delete files at will without concern of going over a predetermined limit. Additionally, the $2 per GB price comes with no limitations to the amount of computers or users on the account.

The company also makes it easy for VARs and integrators to partner with them by offering three different programs ranging from strictly resale to a wholesale white box offering.

Whether it's for inexpensive backup needs or the ability to share large files, Data Deposit Box fits the bill with a simple, unobtrusive service that covers all the bases.