Home / News / Why you need to back up Office 365
14th July 2020
Within Office 365 there are many powerful services, but a comprehensive backup of your Office 365 data is not one of them. Veeam Backup for Microsoft Office 365 is a solution that allows you to back up and restore your office 365 data including Exchange Online, SharePoint Online and OneDrive for Business.
The misunderstanding falls between Microsoft’s perceived responsibility and the user’s actual responsibility of protection and long-term retention of their Office 365 data. The backup and recoverability that Microsoft provides and what users assume they are getting are often different. Meaning, aside from the standard precautions Office 365 has in place, you may need to re-assess the level of control you have of your data and how much access you truly have to it.
Microsoft Office 365 offers geo redundancy, which is often mistaken for backup. With a backup, a historical copy of data is created and then stored in another location. Therefore, if in the event data is lost, deleted accidentally or subject to a malicious attack it is quickly recoverable as you will have direct access and control over it. However, a geo redundancy is what protects against site or hardware failure so if for example there was an outage, users can keep productive, often not realising there was ever an issue.
Accidential deletionIf you delete a user, whether you meant to or not, that deletion is replicated across the network, along with the deletion of their personal SharePoint site and their OneDrive data. Native recycle bins and version histories included in Office 365 can only protect you from data loss in a limited way, which can turn a simple recovery from a proper backup into a big problem after Office 365 has geo-redundantly deleted the data forever, or it has fallen out of the retention period. There are two types of deletions in the Office 365 platform, soft delete and hard delete. An example of soft delete is emptying the Deleted Items folder. It is also referred to as “Permanently Deleted.” In this case, permanent is not completely permanent, as the item can still be found in the Recoverable Items mailbox. A hard delete is when an item is tagged to be purged from the mailbox database completely. Once this happens, it is unrecoverable, period.
Retention Policy Gaps and ConfusionThe fast pace of business in the digital age lends itself to continuously evolving policies, including retention policies that are difficult to keep up with, let alone manage. Just like hard and soft delete, Office 365 has limited backup and retention policies that can only fend off situational data loss and is not intended to be an all-encompassing backup solution. Another type of recovery, a point-in-time restoration of mailbox items, is not in scope with Microsoft. In the case of a catastrophic issue, a backup solution can provide the ability to roll back to a previous point-in-time prior to this issue and saving the day. With an Office 365 backup solution, there are no retention policy gaps or restore inflexibility. Short term backups or long-term archives, granular or point-in-time restores, everything is at your fingertips making data recovery fast, easy and reliable.
Internal Security ThreatsThe idea of a security threat brings to mind hackers and viruses. However, businesses experience threats from the inside, and they are happening more often than you think. Organizations fall victim to threats posed by their very own employees, both intentionally and unintentionally. Access to files and contacts changes so quickly, it can be hard to keep an eye on those in which you have installed the most trust. Microsoft has no way of knowing the difference between a regular user and a terminated employee attempting to delete critical company data before they depart. In addition, some users unknowingly create serious threats by downloading infected files or accidentally leaking usernames and passwords to sites they thought they could trust. Another example is evidence tampering. Imagine an employee strategically deleting incriminating emails or files — keeping these objects out of the reach of the legal, compliance or HR departments.
External Security ThreatsMalware and viruses, like ransomware, have done serious damage to organizations across the globe. Not only is company reputation at risk, but the privacy and security of internal and customer data as well. External threats can sneak in through emails and attachments, and it is not always enough to educate users on what to look out for — especially when the infected messages seem so compelling. Exchange Online’s limited backup/recovery functions are inadequate to handle serious attacks. Regular backups will help ensure a separate copy of your data is uninfected and that you can recover quickly.
Legal and Compliance RequirementsSometimes you need to unexpectedly retrieve emails, files or other types of data amid legal action. Something you never think it is going to happen to you until it does. Microsoft has built in a couple safety nets, (Litigation Hold) but again, these are not a robust backup solution capable of keeping your company out of legal trouble. For example, if you accidentally delete a user, their on hold mailbox, personal SharePoint site and OneDrive account is also deleted. Legal requirements, compliance requirements and access regulations vary between industries and countries, but fines, penalties and legal disputes are three things you do not have room for on your to-do list.
There are security gaps you may not have been aware of before. You already made a smart business decision by deploying Microsoft Office 365, now find a backup solution that offers you both complete access and complete control of your Office 365 data and avoid the unnecessary risks of data loss.
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