If you assume Microsoft backs up your Outlook, Teams, SharePoint, OneDrive and other Microsoft Office 365 data, then you’re in the majority. Unfortunately, the majority of companies are wrong.
If your emails or files are deliberately or accidentally deleted, but you don’t realize until several weeks later, you won’t be able to restore your data (which is why Microsoft recommends using third-party backup services).
To be clear, Microsoft 365 (formerly Office 365) is one of the most secure and dependable cloud solutions on the market. Microsoft’s strategy is to provide a highly sophisticated cloud infrastructure, leverage data replication across data centers, and provide basic data retention policies.
What about Microsoft (Office) 365 Retention Policies?
Retention Policies, which can be complex and time-consuming to manage in large environments, do provide protection but are not at all the same as a formal backup. Microsoft views retention and backup as different services and makes that clear in their own documentation.
In a nutshell, Microsoft 365 Retention Policies are used to:
- Keep specific business data for a set period of time, even if it is deleted by a user or system and
- to delete that data automatically after the specified period of time
They serve a compliance or legal function extremely well.
While retention policies can be used to target and retain specified data files, they don’t guarantee that all of your company’s data is going to be there when you need it. More importantly, the retrieval of this data is not like a traditional “restore from backup”.
For instance: When a reasonable expectation of litigation exists, companies are required to preserve electronically stored information (including relevant email). It could be related to a specific topic or specific individuals. By turning on Litigation Hold, every email, every document change, etc. is captured and stored as new revisions of each document, and deleted emails are retained for the duration. Retention policies can also accomplish this or be used in conjunction to define a custom retention tag for items in the recoverable items folder.
SharePoint, Exchange, and OneDrive each has their own retention policies and each require manual interaction to configure or create. This means creating individual retention policies across a wide range of Microsoft 365 data. Recalling and restoring this data can range from a simple, user-driven access of a specific file to teams of IT support combing through data.
Why do they focus on Retention Policies instead Backup?
It just isn’t practical to think Microsoft can backup everyone’s data. After all, there are 200+ Million Microsoft 365 users worldwide, all with data spread across the entire Microsoft 365 Suite. Increasing retention policies to longer time-frames will eat up enormous amounts of data storage, which is likely why the system default is only 14 days. Even increasing retention to 90-days will not satisfy regulatory requirements in many industries, like healthcare, public sector, retail, or financial services.
How do we get a full backup of our Microsoft 365 data?
A 3rd party backup service can augment your Microsoft 365 retention policy protection and provide a layer of continuity across public, private and even hybrid deployments.
Velosio Microsoft (Office) 365 Backup Services, provide:
- Up to 6-times daily backups of Exchange Online, SharePoint, OneDrive, Office 365 Groups, and Microsoft Teams
- Fast Search and one-click restore
- Multiple bulk and individual restore options
- Unlimited backup storage and retention
- Ability to configure for regulatory compliance and litigation requirements
- Point in time and Cross-mailbox restoration
Velosio Backup Services include the Microsoft 365 productivity data that businesses rely on to collaborate, communicate and operate efficiently, from Exchange Online information (mail, calendars, contacts, notes, etc.) to SharePoint libraries and data, OneDrive files and folders, and data stored and used by Microsoft 365 Groups and Microsoft Teams. Our service works equally well for customers that have a blend of on-premise and SaaS where they utilize Exchange Online for communications but haven’t migrated to SharePoint online. If multiple companies working under a corporate umbrella have nonstandard versions, unified data protection can ease the adoption of Microsoft 365.
The best part – with Velosio Microsoft (Office) 365 Backup Services, restoration is quick, comprehensive and accessible by both the user community and the IT department.
Creating a backup and restore strategy is an important step, but Velosio’s Microsoft 365 Managed Services or Licensing Services offerings can increase the value of your Microsoft investment even more substantially.
Find out how Velosio’s Microsoft 365 Backup Services can empower your company to get the most out of your investment by protecting your data and productivity across the Microsoft 365 tenant.