How Can You Avoid Data Loss in Office 365?

Avoid Data Loss in Office 365 by Learning These Surprising Facts

It’s easy to see why so many business are moving to the cloud – it’s secure, convenient and easy to set up. Moreover, it enables a workforce to move at lightspeed, collaborating across offices – even oceans – while reducing operational costs.

So, it’s no surprise that Microsoft recently revealed that Office 365 is their fastest growing commercial product of all time.

But, did you know that as more people access data from outside the office – across multiple devices – the potential for SaaS data loss increases dramatically?

Causes and prevalence of data loss in the cloud

Research suggests that 32% of companies have already experienced SaaS data loss in some form. While that may conjure images of hackers lurking in the shadows of the Internet, you may be surprised to hear who the real main offender is when it comes to data loss: it’s actually you and your team!

As a matter of fact, over 70% of SaaS data loss is accidental – whether it’s down to files being mistakenly deleted (47%), accidentally overwritten (17%), or over-written by another application (7%).

Now, we’re not saying malicious threats are nothing to worry about – of course they are. But many people are surprised to hear just how significant a problem accidental data loss really is.

Is your data as secure as you think?

Many businesses assume, understandably, that any lost data will be backed up by the SaaS platforms themselves. So, if you delete a file from Office 365, Microsoft will be able to get it back for you, right? Well, that isn’t strictly true.

So, for example, while Microsoft back up Office 365 against any problems related to their own data centers, they don’t safeguard you against accidental data loss. In simple terms, you aren’t ever going to lose a file due to a Microsoft server crash – but if you delete that file by accident, you simply won’t be able to get it back.

And however careful you are, it does happen – whether it’s accidental deletion, misguided attempts to be helpful or employees leaving the business and innocently hitting ‘delete’ on their inbox on the way out.

In Microsoft’s own T&C’s, they say: “With Office 365, it’s your data. You own it. You control it…When you entrust your data to Office 365 you remain the sole owner of the data: you retain the rights, title, and interest in the data you store in Office 365.”

The message is clear: it may be in the cloud, but it remains your data, and it’s your responsibility to ensure it’s adequately backed up.

Backing up your data

Most major SaaS platforms recommend that you use a partner backup solution, so that you never run the risk of losing critical data by accident.

Here at Spanning, our cloud-to-cloud solution accesses your data (with your permission, of course!) and then copies it into our own secure cloud infrastructure. This happens automatically on a daily basis, and can also be done on-demand. This means that – if you do find that you’ve lost data – you can easily access it from pretty much any given point in time. It’s always protected, available and recoverable – no matter what.

Your admins and end users can easily find and restore the data they lost – their files, mail, contacts and calendars – and be back up and running in just a few minutes.

Don’t take a chance…

Clearly, Office 365 is an amazing product  – by facilitating collaboration like never before, it’s playing a key role in the growth of businesses all over the world. But it also comes with certain risks that need to be mitigated. Just because your data is off-site doesn’t mean you don’t have to treat it with the same level of caution as always.

The message we’re trying to get across is that, try as you might, you’re highly likely to lose data from Office 365 – and the studies suggest that, 7 times out of 10 it’s going to be entirely accidental. And, when it does, you need to be aware of exactly what is and isn’t backed up by Microsoft so you can put the right plan in place to backup and restore that critical data.

Spanning Backup for Office 365 Product Tour