What are Microsoft 365 Backup and Microsoft 365 Archive?
Backups and archives have existed since computers were invented, and they're increasingly crucial to any company's business continuity and disaster recovery (BCDR) efforts. Microsoft's 2023 announcement introduced Microsoft 365 (M365) Backup and Archive to provide easier ways for businesses to backup, restore, and archive data while staying within M365's trust boundary and security protocols.
M365 Backup lets users create data backups in OneDrive, SharePoint, and Exchange. Whether you want to back up small elements or entire accounts, specific settings enable a high degree of customization within the M365 admin center. Backups can be automatically created at least hourly and are stored in Microsoft's data centers. Once created, they can be searched, filtered, and restored to their original location.
M365 Archive enables users to store SharePoint files efficiently and cost-effectively in an archival format without moving them to external storage locations. Businesses can keep their M365 data in long-term, compliant storage as they expand and use more space. M365 Archive enables administrators to set rules for retention policies, allowing a company's data to be handled effortlessly, effectively, and consistently.
Why is data storage so important for businesses?
Small business owners often underestimate the value of proper data storage because they think it can be handled like personal emails and photos. Even though basic cloud-based services work for personal use, they aren't the optimal solution for companies. Sam Blowes, Solution Consultant at Bit-Wizards, compares it to a CEO using their sedan to haul dirt for their construction business.
"Your 15-year-old Ford Focus can get you between your house and office, but that doesn't mean you should handle construction projects using your car instead of a dump truck," Blowes says. "Personal solutions for data may work for your family's information, but your company's information needs to be treated differently."
What are the most common business data storage issues?
Even though proper data storage is essential for any company, most business owners have yet to learn the basics of securely and efficiently handling their information. Of all the mistakes companies make in storing data, two core issues persist across industries: storing data in fewer than three locations and failing to test backups after creating them.
Why do backups need different locations?
For most people, personal files are typically stored in one or two places. A great example is photos. The device you use to take pictures is the first storage spot, and any cloud storage connected to the device would be a second location. Even though two storage locations may seem thorough enough, it provides a false sense of security.
"If I were a professional photographer, I would back up my camera's SD card in two other places," says Blowes. "That way, I know I can safely work with those photos and recover the original files if something happened to them."
Blowes emphasizes the importance of storing backups in two other places that are physically apart. Many businesses take the first steps and create regular backups to an external hard drive connected to their servers. The digital backup provides security, but the false aspect comes into play because both sets of data are in the same place.
Storing your data sets in the same location creates vulnerabilities in the event of different disasters. If your business suffers from a fire, the hard drive with your backups would melt into your server, meaning all your data would be lost. If a would-be hacker gets into your network, your data is conveniently in one place for them to steal or manipulate.
Why do backups need to be tested?
The second most common issue is that companies create backups but do not learn how to restore them or test the restoration process. Depending on how much data your business deals with, restoring your operations with a backup means preparing to spend significant time and effort.
"Thinking the backup itself will work without restoration is like dumping a box of Lego pieces onto a table and calling it a complete build," Blowes says. "All the parts are there, but they are not a solution unless you add the process of incorporating the backups into a new system."
For businesses that have robust backups, expenses can quickly build based on two factors: recovery point objective (RPO) and recovery time objective (RTO). RPO is the maximum amount of data a business can lose between an incident and its last backup. RTO is the target period of downtime it would take to restore your data from a backup.
For businesses that back up high volumes of data often, RPOs might be as short as every minute. On the same note, companies that can't afford to deal with brief service outages will need a shorter RTO. The more frequently a backup updates and the quicker it takes to restore, the more expensive it is for a business to minimize data loss and downtime.
What's the difference between backing up and archiving data?
Although some use the terms "backup" and "archive" interchangeably, the two are very different. Business owners and their employees should understand the difference between the two components of their company's data.
How do backups work?
A backup is intended to restore data your business actively uses by securely storing snapshots of your files in the event your company needs to replace them. Regulated industries usually require companies to maintain a certain number of backups at specific frequencies, and failing to follow regulations can lead to significant consequences. Without backups, crucial operational data can be lost, leading to legal issues.
"If a local government is required to store council meeting minutes and loses them after a ransomware attack, they're still required by law to provide that document for public record," says Blowes. "Even if a cyberattack is why they can't provide those minutes, the city is still on the hook."
Regulated industries aren't the only ones that benefit from backups. Any organization that deals with personal or financial information should lean on backups to avoid procedural headaches and potential legal trouble. When a company loses billing information, they have no ground to stand on when customers dispute billing records that weren't backed up.
How do archives work?
In contrast, an archive is designed to store data that your business doesn't actively use but needs to retain. While backups typically also include archives, especially in regulated industries, archived data isn't a primary concern in backup solutions. Compared to backups, it's much more straightforward to access archived data. When used properly, archives store older files out of the way so employees can focus on current clients and information.
"If you archive 'stale' data, you're not paying a premium to have all that information running and readily accessible at your fingertips in the system," Blowes explains. "Even though you may not need quick access to 15 years of financial data to operate, it's important to store it properly."
Can skipping backups and archives save money?
Unfortunately, many businesses perceive backups and archives as unimportant, especially if they have yet to experience significant data loss. Brian Schlechter, Director of IT at Bit-Wizards, says many businesses make the mistake of getting rid of backups and archives to save money, leading to additional downtime expenses.
"This is the first place people will try to save money, even though it's the worst place to do so," says Schlechter. "They'll think they don't need backups because their computers haven't crashed, and it'll be too late before they realize that choice was costly instead of cost-effective."
How can M365 Backup and Archive help businesses?
Understanding the importance of BCDR plans for everyday interruptions or major disasters, Microsoft offers key advantages through Backup and Archive. M365 Backup offers frequent RPOs and minimal RTOs, allowing users to maintain business operations at quicker speeds. M365 Archive enables proper data management by following a consistent policy.
Instead of taking several days to restore backups or archives after massive data loss, companies that need to revive vast amounts of data can do so within a day after a few clicks. Schlechter explains that these actions are easier and more secure since they all operate within Microsoft's programs in the cloud.
"If you're managing a truly redundant and secure on-prem solution, your backups and archives run on three separate sets of hardware managed by three sets of staff," Schlechter says. "By using M365 and its built-in tools for handling your company's data, you can bypass those extra expenses and promote resiliency."
Maximize Microsoft 365 with Bit-Wizards
Whether your business is more concerned with BCDR preparations or everyday efficiency, it's crucial to consider the implications of both elements. The cloud is essential for both, and Bit-Wizards can help you fortify your company's BCDR plans and boost your operations. Our Managed IT Services can connect you to the cloud by migrating your business to Office 365, all while increasing productivity, promoting resiliency, and giving you peace of mind.
Ready to make the most of Microsoft for your business? Contact us today.