Top five reasons for Microsoft 365 backup
Published on 12 May 2021
As of Nov 2020, over a million companies worldwide were using Office 365, now known as Microsoft 365. Today, most businesses are leveraging cloud solutions to reduce cost, and increase efficiency. The increasing popularity of cloud solutions means that the conventional approach of installing programs on systems is going away. Applicants are deployed via the cloud. However, businesses don't always have a clear understanding of data backup and security for the SaaS applications they are using. For example in their own service agreement, Microsoft says, "We recommend that you regularly back up your content and data that you store on the services or store using third-party apps and services.” There is a lack of clarity among businesses about the backup and restore functionalities of applications like Sharepoint, OneDrive, and Exchange Online that are part of Microsoft 365.
The Importance of data protection
Any information that is stored digitally by a business is referred to as data. This includes any payment information collected from clients, employee records, client information, etc. In countries like the UK and the United State, data protection is required by law. This is to prevent the information from being misused by bad actors and to protect individuals from fraud.
Apart from the legal requirements, data also needs to be backed up to maintain healthy operations within the business. If a file is accidentally deleted or information lost, this can make it difficult for employees to do their work and meet key deadlines. Did you know there was a time when someone at Pixar accidentally deleted the entire Toy Story 2 movie? The company was able to recover files from an employee who had a backup on her laptop as she was working from home due to a pregnancy. This happened many years ago before cloud solutions had matured but it is a good example of why it is important to have backups to deal with human error.
Microsoft 365 and user errors
The fact is that accidents happen. Administrators, end-users, and well-meaning employees may accidentally delete files. Sometimes, this can happen when someone is simply trying to clean up space and inadvertently delete key information. If you do not have a third-party solution in place, data once deleted from a Microsoft 365 recycle bin, will be gone forever. The other problem businesses face is that often realizing that key data was lost does not happen until months later when the information is required. This can make it even more challenging to recreate the data and can put the business in a difficult situation.
Microsoft 365 has limited data retention capabilities. With an efficient third-party Microsoft 365 backup solution in place businesses can ensure there are regular backups of data taken with unlimited retention. Businesses will also have access to bulk and granular point-in-time restores that can be used in a crisis situation.
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1. Nov 2020, S. Liu, "Number of Office 365 company users worldwide 2020, by country", Statista, [available online] available from: https://www.statista.com/statistics/983321/worldwide-office-365-user-numbers-by-country/ [accessed May 2021]