Why Backup365?
The rapid adoption of cloud has enabled businesses to work more flexibly and efficiently while delivering access to business-critical tools and services. Moving forward, hybrid or flexible working arrangements are likely to stay due to cloud power, technological advancements, employee lifestyle and the changing business landscape.
Remote working
The COVID-19 global pandemic triggered one of the biggest changes to the workforce in decades. The result is a big shift to remote working for many professions.
Moving data and email to the cloud with Microsoft 365, SharePoint, OneDrive and other cloud business tools allows businesses to remain agile and productive. However, working on the cloud heightens certain risks, including data loss.
Data loss risk
Data loss events can negatively impact business operations and reputation, and drain time and resources. There may be associated costs involved in recovering data, if it is recoverable at all.
Some of the top reasons for data loss include:
ACCIDENTAL DELETION
OF DATA OR ADMINISTRATIVE ERRORS
DEACTIVATION OF ACCOUNTS
ONCE STAFF DEPART A BUSINESS
INTENTIONAL OR MALICIOUS
DELETION TO REMOVE EVIDENCE
SYSTEM FAULTS OR
PROLONGED OUTAGES
DATA CORRUPTION
SECURITY BREACHES SUCH AS
HACKING, VIRUS, MALWARE
OR RANSOMWARE
Microsoft 365’s productivity applications suite enables sharing and collaboration between users. While uptime and access are the responsibility of the cloud provider, cloud data backup is an organisational responsibility.
Common misconceptions about Microsoft 365
Misconception #1: Microsoft 365 has native backup
There is no native backup allowing users to restore data from Microsoft 365 services like Outlook, OneDrive, SharePoint and Teams.
Based on Microsoft 365 data retention, the only options are:
- Rollback to a previous version, up to 30 days back.
- Restore deleted emails and files during the last 30 days.
If an item is deleted permanently or was deleted more than 30 days ago, without a backup solution, there is no way to restore it.
Misconception #2: Microsoft already backs up our data
Microsoft backs up data internally, but these backups are only available to the user for 14 days only.
Misconception #3: The recycle bin stores deleted data
The recycle bin can only recover individual deleted items for a limited time. It does not provide point-in-time recovery of lost or corrupt data.
Misconception #4: Exchange Online Archiving already backs up my data
Exchange Online Archiving is an item level archiving system that does not have a restore capability. Individual items must be queried via eDiscovery, extracted and exported.
Microsoft 365 data retention
Microsoft 365 Data Handling Standard Policy states how long a user’s data is retained once it is deleted.
There are generally two instances of customer data deletion:
-
- Active Deletion: The tenant with an active subscription and an administrator or a user deletes the data. Or a user is deleted by an administrator.
- Passive Deletion: The tenant subscription period expires.
Customer data includes all the content created or provided by users or IT administrators. This may include text, image files, sound, video, and the software deployed and stored in the data centre when using Microsoft 365 services.
Microsoft will retain data that has been actively deleted for 30 days at most. Once the tenant’s subscription ends in a passive deletion, the data is only retained for a maximum of 180 days. Once the maximum retention period for any data has lapsed, the data is unrecoverable.
Data retention and recovery
Some organisations may have a backup retention policy which stipulates what and why data must be backed up, where, how often, the method, how long the data must be retained for before it is okay to be deleted.
There are a number of reasons why retention policies exist, such as regulation or legislation, and some industries will have specific requirements in their retention policies.
The solution
Third-party Microsoft 365 backup protects against data loss, ensures that data is retained and can be quickly restored if necessary. Backup365 delivers all of this – and more.
Understand what sets Backup365 apart from other backup solutions on the market.