5 good reasons for backing up your Office 365

August 15, 2018

Most of us are aware of the importance of backing up data particularly with the ever-increasing number of sophisticated and complex cyberattacks that pose significant threats to businesses.  It’s not only cyber threats that put our networks and company data at risk but also more conventional threats such as hardware faults, user error and even natural disaster which can cause devastating consequences should data be lost or corrupted.

You as a business may have decided to invest in multiple backup options from cloud and online backups to on premise and portable storage solutions but it can be easy to overlook the data we process every day using cloud-based office suites such as Microsoft Office 365.

Microsoft and Office 365

Microsoft Windows is the operating system most widely used on desktops and laptops with Microsoft Office being the most commonly used work office suite.  Many small and medium sized businesses subscribe to Office 365 which is an integrated software solution offering a range of features such as device management, file and email storage, version control, data security management and cyber threat protection.

There is often a widespread misconception that data created and stored in the cloud is protected and does not need to be backed up.  Microsoft have put security protection mechanisms in place to try and prevent the loss and corruption of data when using Office 365 and have developed systems to recover it.

However, due to the complex nature of cloud computing and given that Microsoft detect a massive 1.5 million attempts to compromise their systems every day, we are concerned that data solely held on Office 365 is not fully protected.

Why you should back up your O365

One of Microsoft’s key aims is to maximise reliability of their O365 service, with a 99.9% guaranteed uptime if something were to go wrong.  This means that your systems would face minimal downtime but there’s no guarantee that you will be able to restore your files or lost data quickly, or even at all.

It’s therefore somewhat alarming if you are relying solely on Microsoft to protect the integrity of your business data.  Data protection should also be at the forefront of your minds following the introduction of the GDPR on 25th May 2018 which places new obligations on organisations to be more accountable for data processing (find out more information on the General Data Protection Regulation here).

Here are 5 good reasons for backing up your Office 365:

  1. Although O365 minimises downtime, it cannot recover data that is accidentally or maliciously deleted by end users. Data is only kept for 93 days after which it is permanently deleted.
  2. IT administrators have no control over Microsoft backups or restores so unless you have backed up your data using other means, it can only be initiated by O365 support which can take up valuable work time.
  3. Personal mobile devices are widely used for business use but if the phone is lost or stolen, data could intentionally be deleted or wiped from the device. The mobile device is synced with O365 servers so any contacts and documents which are wiped will be deleted on the O365 server.  If this is not backed up elsewhere the data may be lost forever.
  4. You may want to retain user data if someone leaves or ceases working for the company but unless you backup your O365, all data will be lost when you delete the inactive user license. Holding on to inactive user licenses will cost your business money.
  5. By using a third-party backup, the frequency and time of backups can be managed to restore the most recent point-in-time data to prevent critical work from being lost. Many providers also allow an infinite amount of data to be stored for no additional charge.

How to choose a third-party backup provider

A third-party software solution can provide a comprehensive backup of your data including longer retention periods and more robust recovery options. It’s important however that you choose a trusted backup provider that has an efficient infrastructure and a provider that is SOC 2, Type II compliant. SOC (Service Organisation Control) is an industry-recognised, third-party assurance standard for auditing organisations, and reports on various controls such as security, availability, processing integrity, confidentiality and privacy.   By opting to use a SOC 2 Type II compliant organisation such as Datto it will help you maintain the security and privacy of your data and will help you comply with industry standards.

Why Datto’s Software as a Service (SaaS) Protection for Office 365?

Datto’s SaaS Protection is a leading cloud to cloud backup solution that will ensure your O365 data is secure, easily recoverable and protected. The data is stored in a secure UK based data centre and is encrypted to ensure it’s protected whilst in storage and transit.  Its restore service is also fundamental in avoiding downtime as individual items or entire folders can be restored effortlessly if something should go wrong.  Premieredge have partnered with Datto to offer SaaS Protection as we understand the importance of keeping your business up and running when, or if, the unexpected happens.

If you would like more information on backing up your O365, then please call or email us and we will be happy to discuss your options with you.