Microsoft Office 365 is used for communication and collaboration by over a million companies worldwide, making it a significant target for cybercriminals. As a result, cybersecurity incidents are on the rise, causing substantial data loss, resulting in downtime and financial losses for businesses.
Therefore, companies must implement a robust data protection strategy to ensure that data is not permanently lost. An effective data protection strategy should cover four main areas; employee awareness, security, data backups, and insurance. But what is the difference between backing up Microsoft 365 data and Data Retention?
Data Protection Strategy – IT Backups vs Retention
One of the most critical pillars in a Data Protection Strategy relates to data backup solutions. If all other security initiatives fail, a backup should be protected from deletion – whether accidentally or maliciously. Reliable backup solutions will have the following attributes:
- Sufficient storage capacity
- Automated backup capabilities
- Data retention policies
The terms “backup” and “retention” have different connotations, depending on your role in a company. Initially, backups were a method of retaining the last copy of content if all other copies were lost. IT Technicians understand this to mean that they can recover the content. Regarding “retention,” IT Technicians understand that this refers to a stipulated timeframe for how long the data must be kept. However, from a legal perspective, “data retention” is regarded as the necessity to keep data if there is a legal requirement for it in the future.
While Microsoft 365 can be used for data retention, a good cloud strategy will ensure quick, easy, and reliable access to stored data. Microsoft 365 stores data in several places:
- SharePoint and OneDrive sites – in the Preservation Hold library
- Email and Public folders – in the Recoverable Items folder
- Teams – in the Exchange Recoverable Items folder
- Microsoft 365 Groups – the group mailbox in the Exchange Recoverable Items folder and site content in the Preservation hold library.
Data Protection Strategy – Employee Awareness
Employees can either help protect data assets or become a breach point for exposure if they are not adequately educated about cybersecurity. Specialised survey and regular awareness training will help to:
- Identify training gaps
- Recognise suspicious cyber-activities
- Harmonise IT security policies and procedures
Data Protection Strategy – Security
Microsoft 365 provides a few tools that allow the first line of defence against cybercrime, namely:
- Microsoft 365 Defender
- Multi-Factor Authentication (MFA)
- Third-party Firewalls
- Third-party Intrusion Prevention Systems
Ultimately, a backup solution should have multiple recovery options and the ability to integrate it with the business’s existing IT infrastructure seamlessly. All Microsoft 365 plans offer a form of protection and security using Defender Antivirus. The Microsoft 365 Business Premium Plan also offers additional threat and data protection and device management to protect the company from unauthorised access and cyber threats.
Cyber Insurance Cover
While having sufficient security and backup plans is essential, the question must be asked what happens if a threat still manages to get through. Data and IT systems are critical to businesses. In the event of a cyber-attack, crashed or stolen hard drive, the business must recover quickly to prevent financial losses. Westech has partnered with iToo, delivering specific IT insurance that covers damages and costs resulting from privacy or network security breaches. It also provides access to our expert team and resources to ensure a fast and efficient recovery solution.
Westech, an IT support company in South Africa, is a certified Microsoft Partner offering you our experience and tested backup solutions to avoid future disasters. Contact one of our offices below for a reliable solution to securing your Office 365 domain.
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