Is there a need for Office 365 backup?
The world is becoming automated and service orientated. With the movement to subscription based IT services; it’s easy to pay a regular, small fee for your business technology requirements. One offering from Microsoft is Office 365. It’s the Software as a Service (SaaS) solution for Microsoft Office; hosted in the cloud by Microsoft. However; with this newer offering of subscription service – blurred lines on who is responsible for what are occurring. If I was to ask you if it’s a requirement for an Office 365 backup; what would your answer be?
Unfortunately; the common answer among many business owners and IT departments is ‘it’s in the cloud; so don’t need a backup’ or ‘Microsoft take care of everything regarding Office 365 for us.’ This isn’t right at all as we’ll discover below.
The Office 365 offering and potential responsibility confusion
As mentioned above; there is a perceived grey area between what users believe they’re covered for when using Office 365 and what they’re ultimately responsible for. Microsoft offers redundancy for Office 365; which is commonly mistakenly thought of as being a backup.
We’ve gone over what a backup is many times before though our blog – but it’s the act of creating a historical copy of data stored on alternative media to the source. Should any data loss or IT incident occur to the source; such as a ransomware attack or accidental deletion then you have the control to be able to recover from the backup copy.
Microsoft offering geo-redundancy helps counter hardware failure or complete site outages; which helps them meet their up time requirements of Office 365. However; that’s where their responsibilities finish. Any data loss occurred by user error or mismanagement is squarely on the user.
This means it’s a necessity for Office 365 backup.
Below are a few main reasons why it’s so important for anyone using Office 365 to have a backup of their data.
Let’s be honest; we’ve all deleted data that we didn’t mean to. With the way the redundancy works with Office 365; the deletion is made across the entire Office 365 environment. While Microsoft do allow for a limited amount of data loss protection; it is just that – limited.
If a user accidentally hard deletes a mail item within their Office 365 mailbox; it’s gone forever and cannot be recovered at all…
That is if you don’t have an Office 365 backup. To protect your data effectively; and be able to gain access to it again in as simply and promptly as possible – you need to back up your data. Regardless of it being cloud data or locally based data.
There are many different threats to business data; both internally and externally. Internal security threats include current employees and even previous employees. It’s not uncommon for ex-employees to attempt (and often succeed) in deleting data for an ulterior motive; be it to remove incriminating evidence or prevent others from accessing the data when required.
The most common threat is that employees can introduce threats through BYO devices, or downloading malicious files unintentionally; which can compromise the network by revealing sensitive information such as authentication details.
This leads us onto external security threats. Viruses; malware and ransomware have caused havoc to businesses large and small for decades. This not only puts the company at risk to data loss or downtime; but can also compromise sensitive data around customer base, suppliers and even employees.
Commonly hidden in e-mail attachments and spam – they’re becoming harder and harder to identify. Even the most robust of user education programs to pick up on these malicious types of files and attachments may not be enough.
Office 365’s limited backup and recovery functions are not always sufficient to help protect from security threats to your company data. This is another reason why it’s a positive step to have regular a Office 365 backup.
Data Compliance Requirements
In 2018; it’s more common place for users to know their rights about data handling and data compliance. With GDPR coming into enforcement throughout the European Union; to being inundated on nearly every website you visit to accept new terms and conditions. It’s in our face daily.
Along with this; there could be legal proceedings that require data be pulled from a number of years ago. Yet again; Office 365 can hold data temporarily at best – but would not meet the requirements around legal action.
Taking a regular Office 365 backup back to your local network ensures that your business (and IT department) are completely covered when it comes to data compliance.
So you’re using Office 365 for your business e-mail and sharing needs. You’ve also read this article and realise that it’s important to perform regular backups of your Office 365 data; or cloud based data in general. There is one last thing that has you concerned – you’re unsure of where to start.
This is actually the least of your worries; as the Test My Backups team have years of experience dealing with cloud hosted data including Office 365.
Reach out and let us guide and manage the Office 365 backup process for you!