4 Reasons Why You Need a Backup for Google Workspace

As the era of online work evolves, so do the platforms and tools that support it. One prime example is Google Workspace, formerly G-Suite, deployed by 3 billion users worldwide. Unfortunately, this platform, like any other, can fall victim to digital threats and risks.

We explore four reasons why you need a backup if you’re using Google Workspace and 6 reasons to consider DropSuite’s Google Workspace Backup Solution:

Why Backup Google Workspace

1. Phishing attacks

Phishing attacks are all too common. According to CISCO’s annual Cybersecurity Threat Trends Report, 86% of organizations have had at least one person click on a phishing link, and phishing is related to or directly responsible for 90% of data breaches. Such phishing attacks leave businesses open to all sorts of threats – including ransomware, file access or manipulation, or the deletion of business data.

In fact, in early 2022, Google updated its Workspace comment notifications to protect users against cybersecurity attacks such as malware and phishing. The update was applied to the email notifications sent to users who are mentioned or attributed in a Workspace document. The notification would include the commenter’s email address, along with the commenter’s name and the comment. The goal of this update was to enable users to better assess the message’s legitimacy and to feel more confident that they are not receiving spam or a phishing attempt by a bad actor.

2. No recovery for deleted files
Google does not keep copies of deleted emails or entire mailboxes.

  • Once a user has deleted data in Google Workspace, the Google systems delete it according to the Privacy Policy or Google Workspace agreement. The pointers to a user’s data are deleted immediately once a user account is deleted.
  • Google deletes end-users’ Drive files in the Trash folder after keeping them for 30 days, and the same goes for emails. Admins can restore items deleted from a user’s trash, but only for up to 25 days.
  • Using the Trash as a temporary backup repository exposes your data to risks, such as accidental deletions (users emptying Trash to clear out storage space) and insider threats (disgruntled employees permanently deleting content in the Trash or restoring the data and stealing it).

3. The Google archiving product falls short

Although Google does offer an archiving product, it is for a fee and for specific Workspace licenses only. It also tends to be more expensive, slower, and cumbersome to use. Additionally, archiving your data is not the same as having a dedicated solution to back up Google Workspace and all your data.

4. Data backup solutions provide other benefits

Automated backup: Data is fresh and up-to-date, and you can secure all your data from various Workspace tools like MyDrive, Shared Drive, Contacts, Calendars, Tasks, and more.

  • Encrypted Data: Full TLS/SSL and AES-256 bit military-grade encryption
  • Unlimited Storage: Don’t worry about running out of backup storage
  • 1-Click Restore: Recover a file or entire ecosystem with 1-Click

Six Benefits of Google Workspace Backup by Dropsuite

  1. Automate the Backup Process EasilyYou can back up your files, attachments, and emails within minutes and automate backups going forward. Unlimited storage and adjustable retention options ensure you never run out of space.
  2. Easy Administration
    Our single-pane-of-glass admin panel with role-based access levels takes the work out of granting access to users such as Admins, Compliance Reviewers, Users, and more.
  3. Advanced Search
    18 different attributes in our advanced search tool, such as user name, date, keyword, header, and more, enable users to find the correct data quickly. You can view, modify and delete search queries with just a click.
  4. 1-Click Restore
    Perhaps the most popular feature is 1-Click restore and download. You can quickly restore or download single files, a directory, or all directories with our 1-Click restore. This functionality saves minutes or hours when speed matters most.
  5. Military-Grade Security
    Your data is fully secured with military-grade 256-bit AES and TLS or SSL when available. This means your data is protected both in transit and at rest to ensure data integrity and safety.
  6. Analytics for Business Optimization
    The Dropsuite Insights Business Intelligence (BI) analytics toolkit is an advanced analysis system included free with our backup and archiving solutions. Transform static, archived data into actionable business intelligence. Use reports to improve business processes.

*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.