The benefits of backing up data in Office 365
One of the best ways to safeguard critical data is to use a cloud backup system. Using one different software solution after the other can be frustrating. Picking the most appropriate software solution for your business can also be a daunting task.
Office 365 or Microsoft 365, gives your business the flexibility to operate anywhere at any given time. Important data is easily accessible with just a few clicks. All this is possible without having to worry about hosting your own email. Office 365 gives you control over the security of your data but with the control comes the responsibility to safeguard it.
In this article, we will discuss the benefits of using Office 365 as a backup solution.
Data Is Protected From Internal Threats
With just a few clicks, a disgruntled employee can put essential data at risk. If an employee erases important data, it may take a while before anyone notices and sounds the alarm, and by then it might be too late. Microsoft 365 comes with integrated tools that pinpoint any suspicious behavior from any of your employees. Suspicious behavior includes deviations from normal usage and login failures. Previously inactive accounts that are showing signs of activity are also a cause for concern.
Microsoft 365 Threat Intelligence alerts you if there are any security breaches, whether internal or external. It also helps to protect your data from malicious threats.
Data Is Protected From External Threats
External threats are always evolving to match the security systems that businesses have in place. The increase in people working remotely has created cracks in security that hackers are exploiting. Cyber-attacks have always been a problem, but the increase in remote working has only made them worse. Small to medium businesses are more vulnerable to cyber-attacks because most tend to neglect cyber security in one way or another. 89% of companies have admitted that their cybersecurity planning has a lot of room for improvement. Microsoft 365 cloud backup offers an efficient way to retrieve data in the event of a cyberattack. A cyberattack can have the purpose of completely wiping data, corrupting it, or making it inaccessible as is the case with ransomware. If your data is backed up, the damage to your business significantly decreases.
Protection From Accidental Data Deletion
In every operation where humans are involved, there is always the risk of human error. 70% of SaaS data loss occurs as a result of unintentional deletion. The recycle bin usually permanently deletes data after 30 days if it is not retrieved. At times, if an employee accidentally hits the delete button, the deleted information will not be missed until well after 30 days is up and permanent deletion has occurred. This is where a Microsoft 365 cloud backup comes in handy. Microsoft 365 acts as a fail-safe plan in case of accidental deletion.
You need an active license to access data in Office 365. When an employee leaves the company for one reason or the other, deleting their Office 365 account seems to be the most sensible solution.
But there’s a catch.
Deleting a previous employee’s Office 365 account means that the company loses access to any files that were created by that employee. On the other hand, paying to keep all accounts from previous employees open is costly. Office 365 cloud backup gives companies the option to archive any critical data from inactive accounts before permanent deletion. Using the Office 365 data backup solution, in this case, has the following benefits:
- The company maintains ownership of any data created by the employee(s).
- The company saves money that would have otherwise been used by paying for inactive accounts.
Provides A Safety Net For Legal Requirements
At one point in your business’s journey, you may need to retrieve old files, data, or emails for legal purposes. This is where cloud data backup comes in handy. Microsoft offers a few contingency plans in case of situations like these but they are not foolproof. If you accidentally deactivate or delete a user, all the data in their account is also deleted and becomes inaccessible to you.
If the deleted account contains important client data, the consequences can be devastating. Disgruntled clients can sue or make your business crash and burn. It’s always wise to have a data backup plan in case you need to retrieve some important files for your clients. If your data is backed up, there’s no need to worry about accidental deletion and you can rest easy.
Data Backup Solutions Save Time
Contrary to popular belief, Microsoft Office 365 does not back up your data automatically. It is up to you as the user to ensure that all-important data is backed up. In the event that you lose your data, Office 365 does not offer a data recovery option. All copies of your data that Microsoft makes are owned by Microsoft and are completely inaccessible to you. This means that you cannot depend on Microsoft to provide you with backups. There are two possible solutions to this:
- Design a backup and recovery strategy. This means that you have to make copies of all your data and pick a location to store them in.
- Invest in a backup solution that does all the work for you.
Designing a backup strategy is time-consuming and if it’s not done correctly, you risk losing important data. The best data backup solutions offer cloud-to-cloud backup, quick recovery, and quick access to backup Office 365 data. They offer all this while making sure you stay compliant with data storage regulations. In case of data loss, recovery of emails, files, and more will occur in a matter of seconds.
If you are undecided and need more information, contact IT specialists for some expert advice.
Secure Your Data In Office 365
Office 365 gives you an option to back up your data without relinquishing control by using a secure third-party cloud-to-cloud backup solution. A solid data backup solution is your best defense against ransomware, or even possible lawsuits. Discuss and implement a data backup solution that will let you access your data with just a few clicks from anywhere and at any time. Secure your data for 2022 and beyond.