Moving from hosted Exchange servers to Microsoft® Office 365® frees IT service providers from the hassles of managing application servers and dramatically reduces worries about system downtime. Microsoft invests heavily in ensuring availability and service reliability, which makes life easier for managed service providers (MSPs). However, it doesn’t absolve service providers (or in-house IT pros) of all responsibility when it comes to Exchange data protection.
In this two-part blog series, we’ll explore the top seven reasons you need to back up Office 365 data. Today, we present reasons one through three.
Human beings cause human error, which sometimes results in unintentional deletions. Whether it’s a fat-fingered PowerShell command, or an end user hitting “delete” instead of “save,” deletions happen. If you’ve chosen the E1 subscription level of Office 365, the default recycle bin data retention is set at 14 days. An administrator can change it to 30 days, but if something is accidentally deleted and not discovered right away, it can be gone and unrecoverable.
Having your own backup solution can help prevent an accidental deletion from becoming permanent.
Microsoft retains email data for a user account as long as it remains active or has been shared with another active user. It’s unlikely that most businesses would want to keep paying a monthly subscription fee for employees who may have left the company. A third-party backup solution can ensure Exchange data is still available, searchable, and recoverable, even if an employee leaves and their subscription is deactivated.
Although Microsoft recommends mailboxes be shared before deleting a user’s account, relying solely on this can leave you vulnerable to human error or miscommunication, potentially resulting in violations of your data retention policy. SolarWinds® Backup retains Exchange data for up to seven years, eliminating the need to keep active accounts for ex-employees while helping to fill the potential policy gap.
While we’d all like to believe that everyone has the best of intentions, it’s always possible that a disgruntled or dishonest employee may be at work. If someone maliciously deletes data and then quietly waits for the recycle bin time to expire, you’ll be left in a bind. Office 365 has no way of knowing whether a deletion was intentional, accidental, or malicious. Once the recycle bin is emptied, there is no recourse to reclaim the data. If you’re using the E1 subscription level, keeping a backup is your only solution.
These three aren’t the only risks you may face. Check back next week for reasons four through seven.
Carrie Reber is senior product marketing manager for SolarWinds MSP
To find out how SolarWinds Backup can help you improve backups for you and your customers, click here
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