Month: June 2021

Data Backup – Misconceptions and risks around your business’s 365 data

Almost everyone who has ever used a computer will be familiar with Microsoft Word, Excel, PowerPoint, Outlook, or Teams.

Today, the world over, millions of businesses rely on the Microsoft suite of tools to communicate, create documents, host meetings, manage file storage and more.

However, while organisations can and do rely on Microsoft 365 to power their daily operations, understanding its limitations and where and how risk could be avoided is a crucial part of keeping your business safe. One of the most common misconceptions is that Microsoft is responsible for securing your data. Whilst Microsoft provide extensive tools, businesses are in fact responsible for the security, privacy, compliance, backup and recovery of their own data.

Below are a few examples of the risks you should consider when defining your back-up strategy beyond Microsoft 365’s own data handling.

 

Accidents happen

Data being accidentally deleted; it happens more often than you realise, someone presses the wrong button; moves the wrong file to the wrong location or misreads a prompt on their computer. Or maybe it didn’t involve human error— a machine simply crashed at a crucial moment, and your data can be accidentally, permanently deleted.

Microsoft 365 does offer protection in these instances. However, more often than not data that’s been accidentally deleted risks remaining lost. For example, files are deleted and or altered and synced back to OneDrive– replacing the original file version. Or a file is deleted on a user’s local device, that change is automatically synced. While some items may be recoverable from the ‘recycling bin’, it shouldn’t be relied on as a fully-fledged back-up as it can’t restore previous versions and requires manual intervention.

Lost communications

Cyber criminals know email is a business’s most-used communication tool and, with relatively little effort, hackers can gain access to a treasure trove of confidential information. Microsoft Exchange Online Email comes with some built-in security features – however this may not be enough to protect your organisation in the event of a breach.

Your business communications, research, client data, and even your internal confidential conversations are at risk if you don’t back-up Microsoft 365. Whether it's emails, or messages sent via a third-party platform, data is central to a company’s operations and losing it has consequences.

Legal obligations

There are of course specific regulations to be aware of and comply with regarding how data should be stored, secured, and accessed. It’s your business’s responsibility to ensure these regulations are followed. Having a back-up solution can complement MS365’s data security capabilities with additional protection. If data isn’t properly protected, there’s a chance it won’t be recoverable which could have legal repercussions.

JT’s solution to data backup concerns

To help properly protect your Microsoft 365 data, you should consider engaging a third-party back-up and recovery option, which is why we developed the JT Cloud Back-up solution for Microsoft 365.

We understand how complex and specific data retention policies are for businesses. With JT’s solution you can define and implement your own retention policies, specifying unique requirements to enhance security, via a personalised solution customised to your needs. JT Cloud Back-up is easy to install and integrates seamlessly with the Microsoft platform, protecting data without getting in the way.

Prevent accidental deletion

Microsoft 365 does offer safeguards to prevent data loss within tools and applications, helping secure the bulk of your data short term. However, shorter data retention periods can lead to data unknowingly being deleted.

JT’s Cloud Back-up solution improves on this by offering unlimited back-up retention for data, backing up as often as every five minutes — company wide and without interruption. Meaning the window for data to be permanently lost is vastly reduced.

Microsoft Office 365 is one of the most popular business software tools, offering email, meetings, file storage, and more.  

But while organisations can rely on MS365 to power their daily operations, there’s are some major risks to data security and retention.  Threats inside Office 365 have grown by 63% in the last two years alone, according to McAfee. And with everything from meeting invites to sensitive intel on the line, how can you keep your business safe from MS365 data loss? 

Your data could be lost when using MS365

Microsoft 365 has become a go-to business tool thanks to the infrastructure it provides for data management. And yet at the same time, the process of actually managing, securing, and backing up your data is still your responsibility.  

MS365 won't perform backups for you — and that’s something not too many people know (certainly not at a general user level). 

Below are just a handful of the data types you’re at risk of losing if you don't take measures to improve MS365's data handling.  

Data that has been accidentally deleted

It happens all the time at work: someone presses the wrong button; moves the wrong file to the wrong location; misreads a prompt on their computer. Or maybe there was no human error at all — a machine simply crashed at the wrong time, and now your data has been accidentally, permanently deleted.  

Microsoft 365 does not protect your data in these instances. Certain pieces of data may be protected in some cases for a short period of time. But more often than not, data that is wrongfully deleted will stay deleted.  

Communications data that should never be erased

Communications data is another type of data that's at risk when you use Microsoft 365. Whether it's emails, messages sent via a third-party platform, or communications sent over a bespoke application, this kind of data is central to a company’s operations and you don’t want to lose it.

Unfortunately, it's common for communications to be moved to the recycling bin for a variety of reasons. And if this happens, Microsoft 365 will only protect your data for one month — after which it is permanently deleted.

Since the average time of discovery for wrongly deleted data is 140 days or more, it's unlikely that you'll see those communications again.

Data that is protected by industry-specific regulations

MS365’s limited data management capabilities are arguably the most serious in the case of industry-specific regulations. This refers to legally imposed regulations on how your data is stored, secured, and accessed.

A key area where this is a concern is in the instance of eDiscovery: the legal process of sharing data between parties during civil litigation. If data is properly protected, then there's a chance it won't be recoverable. And that can have serious and lasting legal repercussions.

The same can be said for companies that hold highly-sensitive information, such as bank account details and personal data.

 

JT's solution to Microsoft 365 vulnerability concerns

It was these concerns and more that led JT to develop the JT Cloud Backup integration solution for Microsoft 365. JT Cloud Backup integrates seamlessly with the MS platform to protect your data without getting in the way.

Define your retention policies from the start

Data retention policies are complex and specific to each business — that’s why we allow you to specify your unique policies right from the start. JT's Cloud Backup solution helps you define and implement your retention policies for a secure and personalised option.

Prevent accidental deletion

As mentioned, Microsoft 365 secures the bulk of your data for less than three months. However, the period it takes to realise that data has been wrongfully deleted is generally 140 days, rendering 365's 90-day policies… less than helpful.

JT's Cloud Backup solution takes things up a notch by backing up your data every five minutes — company-wide and without interruption. That means the window for data to be permanently lost is so small — on an individual and organisational level — that you'll never need to worry about accidental deletions again.

Local data centres

As mentioned, Microsoft 365 secures the bulk of your data for less than three months. However, the period it takes to realise that data has been wrongfully deleted is generally 140 days, rendering 365's 90-day policies… less than helpful.

Contact the team today >