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Jul 14 2021

This is a Problem for Microsoft 365 Users

Many businesses using cloud-based products such as Microsoft 365 assume their email and related data are easily available to restore from backups, because it’s ‘in the cloud.’ But the reality is, that’s not the case. Microsoft 365 is a powerful and effective platform, but it was not built as a comprehensive solution for data availability and restoration.

Does the Microsoft native backup and archiving meet your business requirements?

With Microsoft 365 there are limits for how long email files remain in the recycle bin before being permanently deleted. For instance, Microsoft 365 only backs up deleted files for up to 30 days. What if you had a Sales rep delete all the Sales records when they leave the company, and you don’t realize this until 45 days after they have left? This could mean you are out useful sales data that will take you time and money to recollect. In addition, threats such as ransomware or malicious file deletion are real and can permanently destroy email files in the Microsoft 365 environment. The only way to truly protect cloud-based email data is with separate backups.

Backup vs Archiving

Backup is useful for protecting data, but archiving is necessary for preserving data and meeting regulatory or legal obligations. Highly regulated industries such as finance, health care and law firms will require both to meet compliance requirements. Properly managing and maintaining email records is a compliance imperative.  

Who should use additional backup and archiving for Microsoft 365?

Regulated businesses that need to comply will require both, but they are not the only ones that need data backup and archiving. Most businesses need backup and archiving for things such as audits, business insights, legal, or universal search. We recommend separate backup and archiving to all Microsoft 365 users.

What is the cost?

Some businesses may think that backup and archiving data is just an extra cost that can be avoided but, it is necessary if you don’t want to lose important data. Purchasing an Microsoft E3 license or above will give you an archiving solution but it is expensive and difficult to setup. Data loss remains unless you put emails and files on a litigation hold. When comparing what could happen to a business if their data disappears, for only a few dollars per seat per month, businesses can protect valuable data and ensure that accidental or malicious data deletion doesn’t disrupt business. The cost of secure backup, archiving and recovery is far cheaper than the cost of trying to recover from a data breach.

Dropsuite as a solution to the limits of Microsoft 365

Dropsuite is a cloud-based SaaS (Software as a Service) backup and archiving solution that allows organizations to backup content located on cloud hosted communication and collaboration platform, like Microsoft 365. Not all email backup solutions are the same. What makes Dropsuite unique is that it is easy to use, it is designed for the cloud, it is affordable, data is portable and provides your business with insight & analytics. Dropsuite is in the business to help businesses stay in business and can help protect your business from losing data. Dropsuite can protect your information from hackers, viruses, ransomware, hardware failures, accidental deletions and more. The tool can restore data exactly the way it was at any point in time. This keeps you from having to painstakingly recreate files, reports, and settings.


Your data needs to be protected! Microsoft is not in the data backup on-demand business — and with cyberthreats on the rise, businesses can no longer risk exposing their brands to unexpected data loss events. Protect your cloud-based data with separate backups and archiving.

Do you need help with backing up and archiving your business data?

We can help! At Yardstick, we invest our time upfront to understand your business and concerns. From there we implement a solution that is in the best interest of you, the customer. Contact us for a free discovery call and learn more about our Managed IT Services Program.

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