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19 Nov, 18

Common myths about Office 365 backup and recovery

Common myths about Office 365 backup and recovery

At Backup Heroes, we’re the first to admit that we’re a little bit in love with Office 365. After all, it has transformed the way we – and our clients - work. Greater flexibility, improved productivity and collaborative tools that can be used in real-time on any device has proved a revelation. However, when it comes to what happens to the data within its applications, we’ll admit that the options for Office 365 backup and recovery can be confusing. No wonder that complicated retention policies and different settings for a wide array of applications has given rise to some commonly held misconceptions.   

Microsoft backs up Office 365

It doesn’t. The data that flows within Office 365 applications, including your emails and files, ultimately belong to you and it is generally your responsibility to ensure that this information is stored properly. Yes, retention policies are available that are designed to make life easier (of which, more later), but - and it’s a big but – there is no inbuilt, automatic facility to completely store every single line of data for every single Office 365 user in perpetuity. That would probably break Microsoft, and nobody wants that.  

Data is safe in the cloud

Yes and no. It is if you choose the right Office 365 backup and recovery solution, which provides your business with protection against the threat of cyberattacks and data loss. However, if you don’t use a full backup solution then using cloud-based applications could make your organisation even more vulnerable to hackers, opportunists and even genuine mistakes such as accidental deletion by your own staff.      

Microsoft’s retention policies mean Office 365 backup and recovery is taken care of

Not really. Users can set up retention policies within Office 365 to determine how long data should be kept or if it should be deleted after a certain period of time. The problem is that settings across different applications and users can be difficult to manage and frequently leads to problems. Did you know, for example, that if an Outlook user or account is deleted, emails are permanently erased after 30 days?   

The cloud is all that’s needed to stay compliant under GDPR

Cloud computing creates an ‘impression’ or ‘copy’ of content beyond the physical device which is used to access it, which often gives organisations a false sense of security. If it is held elsewhere then, so the thinking goes, there is no need to worry. It can be easily accessed and retrieved if ever needed, and there is no danger of data being lost, one of the key concerns of our post-GDPR world.

Hackers and cyberattacks notwithstanding, the fact that data in the cloud is an ‘impression’ means that it can be erased forever through something as simple as a mismanaged retention policy. To be best equipped to cope with the strict demands of GDPR, businesses must show that the information they deal with is stored safely and securely and can be retrieved if, for example, somebody requests to see what data is held about them. 

Using a complete backup and recovery solution is the best way to protect against data loss in Office 365. Our Veeam-powered backup and disaster recovery packages start from just over £3 a month so to find out more, call us on 0845 6460146.