Cybersecurity and data backups should be a priority for your company’s IT strategy, but do you still need to focus on this when working with a cloud subscription service?
One of the most common questions we receive here at OT Group is: ‘Do I need to secure and backup my data when using Office 365, surely Microsoft takes care of this on behalf of my company?
While Microsoft does indeed have some measures in place to protect your data when using Office 365, ultimately a large responsibility of securing and backing up your data falls to your business itself.
In this blog, we will take a look at what exactly Office 365 is, what measures Microsoft takes to secure and backup your data and what responsibilities fall on your business.
What is Office 365?
Office 365 is a line of cloud-based subscription services offered by Microsoft as part of the Microsoft Office product line. It brings together the core applications such as Word, Excel, PowerPoint, Outlook and OneNote, with powerful cloud services, cloud storage space, device management and security measures.
Since it is a cloud-based subscription, users have consistent access to the latest version with Microsoft updating the service regularly.
Designed to be used entirely online, all applications, services and data are hosted on Microsoft servers, and users do not need to install software or maintain any hardware to run Office 365. It has been created to enable a dynamic, collaborative workspace for businesses.
Office 365 comes with significant cloud storage space, meaning users can host their files online and have access to them wherever and whenever they need them - on any device that has a connection to the internet.
What does Microsoft do to backup and secure your data?
Since the data you save on Office 365 is hosted by Microsoft, you may assume that they are
taking care of the security and backups of your system? While Microsoft puts in a variety of safeguards to protect your company from losing data, the company does not specialize in data backup and recovery.
Instead, Microsoft’s primary responsibility is ensuring the continued operations of its global infrastructure. This helps to minimize downtime and enables continuous productivity for your business.
Office 365 has native retention and basic recover capabilities. By creating a replica of your data, Microsoft is able to save a file of your data in case an error occurs at one of Microsoft’s global data centers.
The problem is, this replica isn’t your original file and it isn’t even owned by your company. Microsoft owns this replica, and to retrieve the data your business will have to go through lengthy and complicated processes to get it back.
Microsoft also has a recycle bin where deleted files are stored, but these files are only retained for 93 days and can be emptied at any time - leaving your data completely unretrievable.
In terms of security, Microsoft is responsible for securing office 365 at the infrastructure level, and this means the company implements physical security for its data centers and authentication/identification for all cloud services.
What is your responsibility as a user to backup your system and keep it secure?
Ultimately, however, your business is responsible for keeping its data secure and backed up when saved in the cloud.
When using Office 365, your business is responsible for backing up data by storing it in a different location as well securing your data from internal and external risks, such as ransomware, accidental data deletion, data theft, phishing emails and other cybersecurity threats.
More responsibilities for your business can be found on Microsoft’s Office 365 ‘Your Responsibilities’ page.
If you don’t know how to implement successful data backup and cybersecurity strategies, we recommend you talk to an outsourced IT expert with expertise in backing up and securing business systems. OT Group, for example, is able to implement technologies and processes into your organization that ensure the seamless productivity of your team.
If you want to learn more about protecting your company’s systems from the threat of cybercrime and data loss, contact OT Group today. We offer complete IT solutions that are designed to solve your organization’s unique needs.
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