Mike Gunderloy provides an overview of the terms and conditions from three of the popular online office applications and questions who owns your documents? The more important point that comes out of it though is who is backing up your documents? When people move data into “the cloud” the often forget that ultimately having backups is their problem and they should only trust themselves to do it.

One thing that’s clearly missing is any sort of backup guarantee. While you may feel more secure storing your documents on Google’s or Zoho’s or Adobe’s servers than your own, that security is not something that you’re promised. Any of the three can lose your documents or terminate your ability to get to them at any time for pretty much any reason, and you’re out of luck. That’s precisely why I ensure that any data in a hosted solution of any kind is also backed up locally. I’ve already been through the experience of hosts going broke, or just plain stuffing up their backups and having to restore from my local copy and in time everyone will.

Vendors providing these services need to start thinking this through better too – how are your users going to get a full backup of all their data? In most systems it means going in a manually exporting each individual document and in many systems it’s just not possible at all.