Storing your data in the Office 365 cloud is not always the total data solution many may think it is.  In fact, unless you’re specifically backing up this cloud data it could be lost or compromised just as easily as if it were stored on your very own computer.  It is the end-user’s responsibility to ensure their Office 365 data is safe, and secured, as Microsoft takes no responsibility in backing up your online data.

In the event of a system wide outage, potential malware infection, or malicious or even inadvertent deletion of data can result in your not being able to retrieve the data you’ve stored.  That’s why Microsoft recommends that you regularly backup your content and data that you store for your services using third-party apps and services.

Although Microsoft provides robust data protection and disaster recovery measures for Office 365, it is still recommended to have additional backups for your important data as a precautionary measure.

Here are some options to consider for backing up your Office 365 data:

  1. Native Office 365 Tools: Microsoft offers built-in tools like Exchange Online PowerShell, SharePoint Online PowerShell, and the Office 365 Security & Compliance Center that can be used to manually export and backup data. These tools allow you to export mailbox data, SharePoint sites, OneDrive files, etc. However, using these tools requires some technical knowledge and can be time-consuming.
  2. Third-Party Backup Solutions: There are several third-party backup solutions available in the market specifically designed for Office 365 backup. These solutions offer automated and efficient backups of your Office 365 data, including emails, contacts, calendars, SharePoint sites, OneDrive files, and more. They often provide features like incremental backups, point-in-time recovery, and easy restoration options.

It is important to assess your specific needs, budget, and level of technical expertise when choosing a backup solution for Office 365. You should also consider factors like data security, compliance, and the ability to easily restore data when evaluating backup options.

Maintaining a Separate Backup Outside of the Cloud

Backing up cloud data such as Office 365 separately outside of the cloud provider is important for several reasons:

  1. Data Loss Protection: While cloud providers like Microsoft take extensive measures to protect your data, there is still a possibility of data loss due to various factors such as accidental deletion, malicious attacks, user errors, or software glitches. Having a separate backup ensures that you have a copy of your data that can be restored in case of any data loss incidents.
  2. Retention and Compliance: Cloud providers typically have their own data retention policies, which may not align with your organization's specific needs or industry compliance requirements. By having an independent backup, you can control the retention period and ensure compliance with regulatory standards.
  3. Long-Term Archiving: Cloud providers may have limitations on how long they retain data or may charge additional fees for long-term data storage. If you require long-term archiving of your data for legal or business purposes, having an independent backup allows you to store and retain data for as long as necessary without being dependent on the cloud provider's policies or costs.
  4. Point-in-Time Recovery: Cloud providers may offer limited recovery options, such as a recycle bin or version history, which may not be sufficient for certain scenarios. With a separate backup, you can have granular control over recovery points, allowing you to restore data to a specific point in time, which can be crucial in mitigating data corruption, ransomware attacks, or other data-related incidents.
  5. Vendor Lock-in and Service Interruptions: While unlikely, there is a possibility of service interruptions or even a breakdown in the relationship between your organization and the cloud provider. Having an independent backup ensures that you have ownership and control of your data, reducing the risk of vendor lock-in and providing flexibility in case you need to switch providers or manage data outside of the cloud environment.

By maintaining a separate backup of your Office 365 data outside of the cloud provider, you gain an added layer of data protection, control, and flexibility, reducing the risk of data loss and enabling you to meet your specific business needs and compliance requirements.

Natural Networks provides several robust backup solutions to ensure your data is maintained and kept intact in case of disaster scenarios which can result in loss of data even stored in a cloud environment such as Office 365.  If you would like to learn how you can take advantage of the backup solutions Natural Networks can provide for your team, we’d love to hear from you!