Many people think that because they’re on the cloud, that they don’t need to do backups. In their defense, yes, it is true that Microsoft does have backups of your Office 365 data, but often times the data does not go as far back as you’d think. And even when data is retrievable, the process can take awhile.
While, Office 365 is a great platform that makes it easy for employees to edit the same document at the same time or view updates to workloads in real time, across any device. Unfortunately, the collaborative environment also makes it easy for files to be accidentally deleted. In fact, human error is thought to be behind at least half of all data loss incidents.
While Microsoft does replicate and backup its Office 365 service, it is not safe from other incidents:
- Accidents – when a user deleted an Office 365 file by mistake and then closed the application
- Disgruntled Employee – a disgruntled employee purposely destroyed some information that was useful for the company
- Hackers – someone gains unauthorized access to company data and deletes files
The Deleted Items Folder in Office 365 has a default of only be saved for 30 days. However, administrators can easily change this retention policy according to the specific account needs (read details).
Office 365 data retention policy makes it possible for admins to recover an email even after the 30 days term. If you have Office 365 plans E3 and E4, administrators can set retention policies to hold emails indefinitely with this mode.
But even with Microsoft’s retention policies in place, it is still wise to have a 3rd party backup. Nobody wants to keep all their eggs in one basket so to speak. With 3rd party backup software, you can reduce the time and effort needed to find and restore email data and protect against data loss scenarios that are not covered by Microsoft. Given the amount of value in their cloud data, organizations must take extra steps to protect it in order to make sure it isn’t gone forever.
A staggering 60% of companies that lose critical data shut down within six months of the loss. Luckily, data loss can be easily avoided by pairing Office 365 with a complete backup and recovery solution, like Veeam Backup for Microsoft Office 365.
Whether your data is in the cloud like Office 365, or on your corporate network, it’s smart to keep a backup in a separate location.