“What happened to that file I deleted?”
“Ahhh, you deleted it!”
Yep, this was a real conversation I had many years ago. When it comes to Microsoft Office 365 it’s almost a case of history repeating itself.
There is a perception you don’t need to backup Office 365, after all, isn’t all the data safely up there in the cloud? Whilst this is somewhat true, the retention period for files in office 365 is both limited the number of versions (500 versions by default) and the time which it will be held (30 days by default) and it’s even shorter for items you’ve deleted yourself (30 Days by default).
Here are some of the key reasons you should have an independent backup:
- Microsoft doesn’t protect against human error;
- Setting Office 365 policies can be confusing difficult to set and manage;
- Accidental or deliberate deletion protection – Including accidental folder replacing, malware deleted files or intentional sabotage;
- Legal and compliance requirements – Microsoft O365 backup means that files and emails are protected for a longer period. This can be important for compliance and record keeping;
- Easier restoration process – Microsoft O365’s included restore could potentially replace essential data and doesn’t feature a rollback option if this occurs;
- Microsoft recommends it – See this note from the Office 365 service agreement;
- We strive to keep the Services up and running; however, all online services suffer occasional disruptions and outages, and Microsoft is not liable for any disruption or loss you may suffer as a result. In the event of an outage, you may not be able to retrieve Your Content or Data that you’ve stored. We recommend that you regularly backup Your Content and Data that you store on the Services or store using Third-Party Apps and Services.
- Reduces risk of losing data from exiting users – Allows for safer deactivation of users from Office 365, helping avoid unnecessary costs for inactive users.
Real-world Example
Jenny (not her real name) was a new employee at an accounting firm.
At some point in her first week, she accidentally moved a client’s folder when trying to open it. In attempting to undo this move, Jenny dragged the folder back to where it was. She ended up seeing a looping logo and panicked and closed everything. Instead of bringing up the issue with management, Jenny said nothing.
Several months later, when someone needs to access the clients, they discovered they were missing. With no backup system in place, the files were gone and attempt to recover it were fruitless.
