Select and Implement a Backup Solution

Vendor Evaluation


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Your Challenge

  • Backup software is a mature but evolving market, with a landscape full of vendors with cutting edge solutions and diverse offerings. As a result, finding a solution that is the best fit for your organization can be a complex and laborious process.
  • Legacy backup architectures aren’t cutting it anymore; with advances in technology and data growth organizations need to rethink their backup solution.

Our Advice

Critical Insight

  • Evaluate your backup strategy regularly: regular backup review, including alternatives, is critical to backup success.
  • Backup infrastructure is never green field: any organization with a history has been doing backup. Existing software was likely determined by past choices and architecture. Determine whether your current solution is up to the task.
  • Leverage use cases: base your vendor selection on your requirements and use case, not on their overall performance.
  • Backup infrastructure isn’t a one-size-fits-all investment; unique evaluations and solution customization is required in order to deploy a solution that fits your organization.
  • Backup options abound. Disk, tape, or cloud? Each has drawbacks, efficiencies, and cost factors that should be considered. 

Impact and Result

  • Establish & align your IT goals with the business requirements. Backup is all about restoration of primary data, but more important is doing that within reasonable total costs, which can only be determined by establishing clear Restore Time and Restore Point Objectives (RTO/RPO).
  • Don’t take shortcuts as you evaluate vendors, select a software solution, and execute your implementation. Do your due diligence during the evaluation to ensure that your organization will be able to fully reap the benefits of the solution.
  • Use Info-Tech’s Backup Software Vendor Landscape Analysis to identify vendors in the marketplace that fit your organization’s needs based on your identified requirements and use-case scenario. 


  • Michael Somerville, NISS Manager, University of San Diego
  • Thomas Kolbe, Systems Architect, University of San Diego 
  • Adam Little, System Engineer, Rivers Casino Holdings Acquisitions Co.
  • Mark Coney, Systems Engineer
  • Phillip Warren, Olivet Nazarene University
  • Nick Furnell, Senior Systems Engineer, Transform Medical Group 
  • Jackie Ramsey, System Administrator, Liberty Medical Supply 
  • Brandon Lovelace, Santa Barbara City College
  • Tim Campbell, President, Ascendum IMS LLC

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  • Upcoming Workshops: Accelerate your project with an onsite, expert analyst to facilitate a workshop for you. Contact us for more details.

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Get to Action

Start here – read the Executive Brief

Read our concise Executive Brief to find out why you should select and implement a backup solution, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.

  1. Launch the backup selection project

    Assess, identify, and structure the organization’s backup strategy.

  2. Analyze backup requirements and shortlist vendors

    Gather and analyze backup requirements to produce a vendor shortlist.

  3. Select a backup solution

    Procure a backup solution by following a clear procurement process.

  4. Create the backup implementation plan

    Plan the backup implementation and measure the effectiveness of the backup solution.

Guided Implementation icon Guided Implementation

This guided implementation is a twelve call advisory process.

    Guided Implementation #1 - Launch the backup selection project

  • Call #1: Identify the need to re-evaluate your backup strategy.

  • Call #2: Create a backup architecture strategy plan.

  • Call #3: Create a project charter.

  • Guided Implementation #2 - Analyze backup requirements and shortlist vendors

  • Call #1: Plan requirements gathering steps.

  • Call #2: Outline the RFP.

  • Call #3: Discuss Vendor Landscape and use case fit.

  • Guided Implementation #3 - Select a backup solution

  • Call #1: Review customized documents.

  • Call #2: Discuss evaluation results.

  • Call #3: Conduct a contract review.

  • Guided Implementation #4 - Create the backup implementation plan

  • Call #1: Create an implementation plan.

  • Call #2: Create SLAs and data retention policies.

  • Call #3: Monitor the backup solution.

Onsite Workshop

Module 1: Launch Your Backup Software Selection Project

The Purpose

  • Identify the scope and objectives of the workshop.
  • Understand your current backup strategy and architecture.
  • Optimize your backup architecture strategy to discern if now is the time to move forward with a backup solution investment.
  • Gain a high-level understanding of the backup market, definitions, and details.
  • Outline a project plan and identify the resourcing requirements for the project. 

Key Benefits Achieved

  • Determine workshop scope.
  • Evaluate your current backup architecture: problems, drivers, and opportunities for improvement.
  • Map current and ideal infrastructure and architectures.
  • Identify the business drivers and benefits behind a backup investment.
  • Outline the project plan for the organization’s backup selection project.
  • Determine project resourcing.
  • Identify and perform the steps to launch the organization’s selection project. 

Activities: Outputs:
1.1 Identify business drivers for investing in a backup solution.
1.2 Identify the organization’s backup architecture strategy.
1.3 Create an architecture strategy project plan.
  • Completion of a backup architecture strategy plan.
1.4 Identify project resourcing.
1.5 Outline the project’s timeline.
1.6 Determine key metrics.
1.7 Determine project oversight.
1.8 Complete a project charter.
  • Completion of a project charter.
  • Launched backup selection project.

Module 2: Analyze Backup Requirements and Shortlist Vendors

The Purpose

  • Identify functional requirements for the organization’s backup solution.
  • Determine technical requirements for the organization’s backup solution.
  • Identify the organization’s alignment to the Vendor Landscape’s use-case scenarios.
  • Shortlist backup vendors. 

Key Benefits Achieved

  • Documented functional requirements.
  • Documented technical requirements.
  • Identified use case scenarios for the future backup solution.

Activities: Outputs:
2.1 Interview business stakeholders.
2.2 Interview IT staff.
2.3 Consolidate interview findings.
  • Documented requirements for the future solution.
2.4 Build the solution requirements package.
  • Scoped RFP.
2.5 Identify use-case scenario alignment.
  • Identification of the organization’s backup use-case scenarios.
2.6 Outline RFP contents.
2.7 Review Info-Tech’s Backup Software Vendor Landscape results.
2.8 Create custom shortlist.
  • Shortlist of backup software vendors.

Module 3: Plan the Procurement Process

The Purpose

  • Identify the steps for the organization’s procurement process.
  • Brainstorm contents of the demo script.
  • Discuss the organization’s evaluation framework for the backup solution.
  • Determine the organization’s best practices around data retention and service levels for end users. 

Key Benefits Achieved

  • Action plan for performing an evaluation of shortlisted backup vendors and procurement of a single solution.

Activities: Outputs:
3.1 Debrief workshop results.
3.2 Scope procurement process.
  • Outlined procurement process.
3.3 Outline framework for evaluating vendor solutions.
3.4 Discuss the organization’s data retention policies and SLAs.
  • Action plan for next steps regarding selecting and implementing a backup solution.

Workshop Icon Book Your Workshop

Onsite Workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn’t enough, we offer low-cost onsite delivery of our Project Workshops. We take you through every phase of your project and ensure that you have a road map in place to complete your project successfully.

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