Businesses want to protect their sensitive data, but some treat backup and archiving as an afterthought. Why? One key reason is that the internet is awash in misinformation. These myths need to be busted so that businesses can fully protect themselves.
Here are the big 10 misconceptions about backup and archiving–debunked.
Google Workspace / Microsoft 365 already backup and archive
False. Microsoft 365 only saves deleted emails and files in the recycle bin for up to 90 days. Google Workspace deletes end-users Drive files and emails in the Trash and Spam folders after 30 days. Both solutions/providers do not assure full recovery of your data in case of user error, data corruption, or ransomware threats. Microsoft recommends keeping third-party backups of your data (Microsoft Services Agreement Section 6b).
Backup and archiving are too expensive
False. The right solutions can offer non-disruptive data protection for a few dollars per seat per month. Data breaches cost companies $4.61M on average (a 10% YoY growth), hugely outweighing the expenses needed to ensure data security.
Cloud backup is unsafe
False. This belief is fostered by some solutions’ lack of visibility. Unlike storing data in a local server on-site, disruptions at the local level do not cause issues with your cloud-based data. Find a backup and archiving solution that provides military-grade encryption and servers specifically designed for large-scale, secure storage of your data.
Backup & archiving solutions are too difficult to use
False. This notion stems from particular backup systems/solutions that require administrators to download and install an agent as a precondition for the software to work. However, certain providers have easier, more user-friendly systems. They allow customers to quickly set up their own backup automation system, coupled with one-click restore options that make backup and archiving as painless as possible.
Only regulated businesses need it
False. Non-regulated businesses find value in data backup and archiving. Here are some use cases: Audits often require businesses to provide full and accurate data records that go back at least 6 years (e.g., IRS, SEC). Lawsuits or regulator investigations may require Microsoft 365/Google Workspace data to be put on legal hold so that it cannot be altered or deleted. Fast universal search tools that are found in archiving systems can speed up search queries across solutions in one click.
Backup and archiving are over-hyped and not essential
False. Companies lose $4.61M on average because of data breaches. Compare that to a few dollars a month for a comprehensive backup and archiving solution and you’ll realize how essential it is. Many businesses–some still existing, others closed down–realized this the hard way.
You need to pay to get your data back
False. There are solutions that don’t take your data hostage. Important advice: when choosing the right solution, clarify with your provider if they will charge you to get your data back when you decide to move on to another solution or service.
Backup and archiving solutions are slow
False. Only if they’re inefficient. Sophisticated backup and archiving solutions exist that actually prioritize backing up recently updated or added files to speed up the entire process. This expedites the process and ensures your data is fully secured and backed up.
All backup and archiving solutions are the same
False.
- Many solutions in the market are clunky, with poor UX design.
- Not all of them are born in the cloud; a lot of these solutions need to be downloaded as an agent to work.
- Backup and archiving are two different things, and most vendors don’t offer them together.
- Many solutions are sold as modules, which can be very costly.
- Only a few backup and archiving solutions offer insights and analytics based on the data that is stored and/or archived.
- Moreover, most solutions do not back up everything, such as calendars, and tasks, among others.
Backup and archiving tools are just that–they backup, and they archive
False. While most solutions can be limited in terms of what they can do, certain tools have
features that go beyond backup and archiving. Some solutions provide advanced features like:
- eDiscovery and journaling options
- Fast search capabilities
- Business insights and analytics from your stored and archived data
*Information for this post was provided, in part, by DropSuite. CM3 proudly deploys DropSuite as part of our Managed IT Solutions portfolio. If you are looking for assistance managing your IT and communications platforms, please reach out for a consultation.