Microsoft and Google guarantee service availability, but protecting each account’s data is the customer’s responsibility. Deleted or changed items are only kept for a limited time. Your own backup of mail, calendars, OneDrive, SharePoint and Drive lets you recover old versions, accounts of departing staff and data hit by ransomware.
Situations a backup solves
- An employee deletes a mail folder or document and it is noticed months later.
- Ransomware encrypts files synced with OneDrive or Drive.
- Someone leaves and you want to keep their mailbox without paying for their licence.
- A configuration error or compromised account deletes data.
How it is done
A backup application connects to the organisation’s account with specific permissions and automatically copies mail, calendars, contacts and files to your own storage, such as a NAS, with the versions you define. From there you can restore a single item or a whole account.
On compatible Synology NAS models this can be done with Active Backup for Business, with no per-user licences. Cloud backup services also exist.