As our reliance on cloud-based applications continues to grow, organizations must recognize the value of the data they store in the cloud.
With millions of users relying on Microsoft 365 to create important work documents, products, chats, and collaborations, it’s crucial to protect this data from potential theft, corruption, or loss.
While cloud-based software-as-a-service (SaaS) applications are designed to be resilient, data loss in the cloud can be just as detrimental as on-premises data loss.
This article will outline five essential things for companies to know about Microsoft Data Protection and the data stored in their Microsoft 365 environment.
By understanding the importance of data backup, organizations can take proactive steps to safeguard their data and avoid the potentially disastrous consequences of data loss.
1. Cloud Data Can Be Stolen, Lost, Deleted, or Corrupted
Protecting cloud-based data from theft, loss, corruption, and destruction is crucial, yet many organizations misunderstand the importance of backing up their data.
With the majority of data now created natively in cloud-based applications, it’s essential to recognize that cloud-hosted data is vulnerable to the same risks as on-premises data.
Accidental deletion, corruption by users or administrators, rogue employees, and cybercriminals can all lead to permanent data loss.
Organizations must back up their cloud-based data and archive it for extended periods to prevent these risks. Doing so will enable them to recover their data and avoid the severe consequences of permanent data loss.
2. Most Microsoft 365 Subscriptions for Small Businesses Lack Archiving Capabilities and Massive Data Retention
Although Microsoft emphasizes that customers are responsible for data protection, the company does offer a range of data retention and protection settings on its enterprise-class service offerings.
However, these features are only available on Microsoft 365 E3 plans and above, which can be costly and are typically designed for larger organizations.
Unfortunately, most small and medium businesses opt for the more affordable Microsoft 365 Business Standard and Premium subscriptions, which lack the robust data retention capabilities of the E3 plans.
While these packages may be the go-to option for smaller organizations, they lack the essential backup and archiving capabilities required to protect against data corruption, theft, destruction, or loss.
As a result, small and medium businesses must recognize the limitations of their Microsoft 365 subscriptions and take proactive steps to back up and protect their data.
That may involve using third-party backup and archiving solutions or upgrading to a more comprehensive Microsoft 365 plan. By doing so, organizations can safeguard their data and avoid the potentially catastrophic consequences of data loss.
3. Why Highly Regulated Industries Require Third-party Backup for Microsoft 365 Data
Highly regulated industries, such as medical, financial, and defense contracting, must adhere to strict cybersecurity and technology standards, which typically mandate thorough data backup procedures that must be regularly documented and tested.
These regulations apply to all data, whether hosted on-premises, on user laptops and workstations, or in the cloud. In addition to meeting compliance requirements, organizations must also configure their data repositories and storage to prevent data sprawl and ensure the privacy and protection of the sensitive patient or customer data.
In addition to regulatory compliance, insurance carriers providing errors and omissions and cyber liability coverage are now imposing additional cybersecurity and backup protection requirements on insureds.
Additionally, this includes backup protection for both on-premises and cloud-hosted data, reflecting the widespread use of mobile-first and cloud-centric technology in today’s business landscape.
4. Microsoft Is Not Liable for Keeping Your Data Safe in Microsoft 365
When protecting corporate data in cloud-based applications, it’s essential to understand that the responsibility lies with the customer, not the vendor.
While cloud and software-as-a-service (SaaS) vendors have a duty to provide secure and resilient cloud applications, the responsibility for data protection ultimately rests with the customer.
That is made clear in Microsoft’s service agreement, where Clause 6b states that customers should regularly back up “Your Content and Data” stored on the Services or using Third-Party Apps and Services.
It’s crucial to recognize that the data and content in Microsoft 365 and other cloud-based applications are the customer’s responsibility and must be protected accordingly.
By taking proactive steps to back up and protect their data, customers can ensure that their business operations are not disrupted by data loss, theft, destruction, or corruption.
Moreover, that will enable them to continue operating smoothly and avoid reputational damage, legal and financial liability, and other risks associated with data loss.
5. The Critical Importance of Backing up Microsoft Teams Data for Organizational Productivity and Security
Microsoft Teams has become a critical component of modern workplace collaboration, particularly in the wake of the COVID-19 pandemic.
As we discussed earlier, Teams enable seamless meetings, communication, and file-sharing, creating an environment where employees can collaborate more effectively than ever before.
Additionally, this collaboration generates new and essential work products and content, as well as the valuable context that further streamlines collaboration and employee productivity.
Given the importance of Microsoft Teams to organizational productivity, it’s crucial to back up all of the key elements of the Microsoft 365 suite, including Teams.
Special backup solutions made for Microsoft 365 can help protect all important data created through Teams and other Microsoft 365 apps by creating complete backups and easy restoration options.
By taking proactive steps to back up Microsoft 365 data, organizations can protect against data corruption risks and avoid the severe consequences of permanent data loss.
Key Takeaway
Organizations of all sizes and industries need to prioritize Microsoft Data Protection. As we’ve outlined in this article, there are five essential things to know, including the risks of cloud data loss, the limitations of small business Microsoft 365 subscriptions, and the regulatory requirements that necessitate third-party backup solutions.
Additionally, it’s crucial to recognize that Microsoft is not liable for keeping your data safe in Microsoft 365, which places the responsibility for data protection on the customer.
By taking proactive steps to back up and protect their data, organizations can safeguard their operations and avoid the potentially catastrophic consequences of data loss.
In the ever-evolving landscape of modern workplace collaboration and productivity, organizations must take Microsoft Data Protection seriously to ensure the continued success of their operations.
Moreover, setting up your Microsoft SaaS Data Protection is a critical step towards protecting your business and the sensitive information of your customers or patients.
