6 Reasons A Cloud Backup Solution is Critical to Protect Your Data if You Use Office 365

Cloud solutions have transformed businesses over the last decade. They’ve allowed smaller companies to compete with affordable and automated solutions that increase productivity and promote collaboration and mobility.

One of the most popular cloud applications is Office 365, because it combines everyone’s favourite office software with a powerful cloud computing platform. It also adds brand new capabilities like team messaging and video conferencing via Microsoft Teams, and online file sharing and storage via OneDrive for Business and SharePoint.

GKM2 is a specialist in Office 365, helping businesses in Sydney make the most of this multi-purpose office suite. Our Office 365 support includes everything from setting up automated workflows to save time and reduce manual tasks to Office 365 migration services that deliver all your data where it belongs easily.

One thing we advise our Office 365 clients on is the importance of a cloud backup solution to ensure their data is safe and recoverable when they need it.

While cloud-based platforms inherently have cloud storage built in that saves your data to a remote server while you’re working, if you want to ensure business continuity and full recovery in the event of unforeseen circumstances, a cloud backup of all your data is necessary.

“Wait, Isn’t Office 365 my backup?” No, a cloud platform, even if it has file storage, is not the same thing as a cloud backup solution.

Here’s Why You Need to Back Up Your Office 365 Data

One of the many IT helpdesk services GKM2 provides to Sydney businesses is backup and disaster recovery. Losing vital digital files can be crippling to a company. Often a business owner knew that they needed to get a reliable backup solution in place, but it was put on the back burner, until it was too late.

About 70% of businesses have or will experience data loss due to any number of disasters. (CSO)

It’s almost inevitable that at some point in a company’s existence a data loss will occur. Those that are prepared with a resilient data backup and recovery plan, get through it with minimal disruption and little, if any, revenue loss.

Here are some of the common causes for data loss:

  • Disk or system failure
  • Accidental deletion
  • Viruses/Malware
  • Natural disaster
  • Human error
  • Stolen or lost device

Below are six key reasons you should have a cloud backup in place for Office 365 and any other cloud applications you use.

1. Accidental Deletion

If you’re working on a document online and accidentally delete it, it’s gone from the cloud system with no way to recover it. A cloud backup of all our files ensures that any deleted cloud files are recoverable. This also includes if you’ve accidentally deleted a user account in Office 365, a separate cloud backup means their files will be safe and sound.

2. Email Retention

Using Outlook and relying only on Exchange may mean messages are deleted and not retained as long as you require. You have more control over how long your email messages are retained when you’ve got a backup in place that can store them for whatever time period you’d like.

3. Protection from Malware/Viruses

If a virus attacks your network, a cloud-back up can safely restore your system to the point just before the attack. Platforms like Office 365 aren’t designed for that type of backup and recovery capability.

4. Compliance Requirements

If you work in the accounting or healthcare industry, you may be subject to very specific data handling and retention guidelines. Only a quality cloud-based backup system can give you the control over your data that you need to maintain compliance with specific data privacy and retention rules.

5. Internal Sabotage

Unfortunately, from time to time companies have to deal with a disgruntled employee who may decide to delete files stored in SharePoint or emails from their personal mailbox account on their way out the door. Having a backup in place can ensure you don’t lose any important emails or other files due to deliberate sabotage.

6. Access to Multiple File Versions

Have you ever edited a file, saved it, then wished you had the prior version back? Applications designed specifically for data backup and recovery can be set to save file history over multiple versions, allowing you to pull a past file version, which you can’t do if there is only a single copy that’s overwritten when it’s saved.

Let GKM2 Help You Safeguard Your Office 365 Data

Don’t wait until a data loss before you put the proper safeguards in place. Our team of Office 365 experts can help you with an excellent cloud backup solution that is affordable, reliable, and easy to use.

Get your free e-book today on Why Office 365 isn’t Backup.

Give us a call before it’s too late! We’re here to help at +61 2 9161 7171 or online.