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Why Office 365 Backup is Essential

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6 reasons why you need an Office 365 backup.

The first is accidental deletion. But it’s not so much the deletion itself that matters, afterall, we all delete stuff accidentally. But it’s what happens after that deletion takes place. Are we able to get the data back when and how we need to? Is it still recoverable? In some cases it might not be, which brings me to reason number 2.

There can be a lot of confusion around retention policy gaps, where sometimes you think something is protected or recoverable when in fact it’s not. We’ll share more on this later on the presentation.

There can internal security threats, which are right in front of us. Perhaps a disgruntled employee that wants to erase some things and cause havoc before they depart. Or even more innocent circumstances where an employee is tricked into downloading a virus.

External security threats we’re all familiar with, these are the ransomwares and rogue apps of the world that pose a threat. We certainly don’t want to make the news headline and need to make sure that we’re prepared to fight against them.

Legal and compliance continues to be a big use case for third party backup tools. The native capabilities in Office 365 do not give you full control to search and find that critical document of file that your HR or compliance officer need to meet legal or compliance needs.

Lastly we know that a good majority of customers today are leveraging a hybrid on-prem Exchange and Office 365 setup. And hybrid can only add a layer of complexity across each of these vulnerabilities.

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Why Office 365 Backup is Essential

  1. 1. David J. Rosenthal VP, Digital Business September 14, 2020 Why Backup for Office 365 is ESSENTIAL
  2. 2. Summary The acceleration of Office 365 adoption 6 Reasons for Office 365 backup The Shared Responsibility of Office 365 Retention policies of Office 365 Veeam Backup for Microsoft Office 365 How it works / Demo Q & A
  3. 3. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. 12 million Microsoft Teams users added in 1 week2 258 million Office 365 users1 Source 1: https://www.zdnet.com/article/microsoft-q3-strong-as-remote-work-propels-teams-office-365-azure/ Source 2: https://www.computerworld.com/article/3533411 Remote workers driving increase in Office 365 adoption 44 million Microsoft Teams active users2
  4. 4. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. Remote workers are at risk Remote devices access and share more data than ever before Home routes without physical firewalls and optimal security Public Wi-Fi connections are a breeding ground for attacks Security patches may not be available on users’ remote devices
  5. 5. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. 6 Reasons WHY you need an Office 365 backup Accidental deletion Retention policy confusion / gaps Internal security threats Malicious insiders / departing employees External security threats Ransomware / rogue apps Legal and compliance requirements Managing hybrid deployments and migrations
  6. 6. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. So how often do these reasons REALLY happen? Veeam customer survey, September 2019 Q14. What forms of data loss have you experienced within the cloud? (Check all that apply) 6% 20% 19% 18% 37% Other Don't use/none Retention policy gaps (thinking something was protected that wasn't) Security threats (malicious insider, ransomware, malware) User error/Accidential deletion Respondents = 1,579
  7. 7. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. Veeam customer survey, September 2019 Q15. What is your organizations primary protection strategy for Microsoft Office 365? (Select one choice below) 4% 3% 5% 10% 2% 57% 19% We use another third-party backup solution running as a service in the cloud We use another third-party backup solution on-premises We use another Software-as-a-Service backup (SaaS) solution We use Veeam Backup for Microsoft Office 365 We manually copy data to on-premises data center or another cloud We do not backup Office 365 data Rely on Microsoft's native tools for backup and recovery Respondents = 2,152 76% of businesses are left unprotected!
  8. 8. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. Why do I need a backup? Microsoft takes care of it. Infrastructure Data Customer perception Microsoft takes care of everything Microsoft Office 365
  9. 9. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. Infrastructure Data Customer perception Microsoft takes care of everything Customer reality Microsoft takes care of the infrastructure, but the data remains the customer’s responsibility. The customer Uptime of Office 365 Protection and long-term retention of Office 365 data Why do I need a backup? Microsoft takes care of it. Microsoft Office 365
  10. 10. © 2019 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. The Office 365 Shared Responsibility Model Recycle Bin Limited, short term data loss recovery (no point-in time recovery) Full Data Retention ST & LT retention filling any/all policy gaps granular & point-in time recovery options Infrastructure- Level Physical Security Logical Security App-level Security User/Admin Controls Security Role as data processor Data Privacy Regulatory Controls Industry certifications HIPPA, Sarbanes-Oxley Role as data owner Answer to corporate and industry regulations Demands from internal legal and compliance officers Regulatory Microsoft’s Responsibility Learn more from the Office 365 Trust Center YOUR Responsibility Office 365 Backup Copy of your data stored in a different location Data-Level Internal: Accidental Deletion Malicious Insiders Employee Retaliation Evidence Tampering External: Ransomware Malware Hackers Rogue Apps © 2019 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. Primary Responsibility Your office 365 data Access and control of your data residing in Office 365 MICROSOFT GLOBAL INFRASTRUCTURE Uptime of the Microsoft Office 365 Cloud Service Supporting Technology Office 365 Data Replication DC to DC geo-redundancy
  11. 11. © 2019 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. The Office 365 Shared Responsibility Model © 2019 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. Supporting Technology Recycle Bin Limited, short term data loss recovery (no point-in time recovery) Full Data Retention ST & LT retention filling any/all policy gaps granular & point-in time recovery options Infrastructure- Level Physical Security Logical Security App-level Security User/Admin Controls Security Role as data processor Data Privacy Regulatory Controls Industry certifications HIPPA, Sarbanes-Oxley Role as data owner Answer to corporate and industry regulations Demands from internal legal and compliance officers Regulatory Microsoft’s Responsibility Learn more from the Office 365 Trust Center YOUR Responsibility Office 365 Backup Copy of your data stored in a different location Data-Level Internal: Accidental Deletion Malicious Insiders Employee Retaliation Evidence Tampering External: Ransomware Malware Hackers Rogue Apps Primary Responsibility Your office 365 data Access and control of your data residing in Office 365 © 2019 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. MICROSOFT GLOBAL INFRASTRUCTURE Uptime of the Microsoft Office 365 Cloud Service Office 365 Data Replication DC to DC geo-redundancy Limited access and control of your own data Regulatory exposure Security vulnerabilities Retention policy gaps and data loss dangers Without a backup of your Office 365 data
  12. 12. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. Retention policies: Inbox or folder data Sources: Exchange Online information above is based on Microsoft’s default MRM Policy. SharePoint Online information above is based on Microsoft’s support article. OneDrive for Business information is based on Microsoft’s support article. In some cases, these defaults can be customized by the IT Admin, but often require certain licenses and/or additional fees, and also carry the risk which allows Microsoft to automatically delete data ahead of retention policy dates if the recycle bin is full. Deleted items (recycle bin) Auto-archived data (set at 1 month) 1 wk 1 mo 1 yr 2 yrs 5 yrs Moved to archive Moved to archive Deleted SharePoint Online sites and items Office 365 backup and retention policies can only protect you from data loss in a limited way and are not intended to be a complete backup solution. Retention policies are always evolving and tend to be very complicated to manage and monitor. Commonly, Admins believe they are covered, only to find that in fact certain items are gone. Deleted OneDrive for Business files 3 mo 2nd stage 2nd stage Employee leaves the company What exactly does Microsoft back up?
  13. 13. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. Retention policies: Inbox or folder data Deleted items (recycle bin) Auto-archived data (set at 1 month) 1 wk 1 mo 1 yr 2 yrs 5 yrs Moved to archive Moved to archive Deleted SharePoint Online sites and items The average length of time from data compromise to discovery is over 140 days, yet default settings only protect for 30-90 days. Deleted OneDrive for Business files 3 mo 2nd stage 2nd stage Employee leaves the company Source: Microsoft Office 365, 6 steps to holistic security, chapter 1 ! What exactly does Microsoft back up?
  14. 14. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. Inbox or folder data Deleted items (recycle bin) Auto-archived data (set at 1 month) 1 wk 1 mo 1 yr 2 yrs 5 yrs Protected with Veeam Protected with Veeam Protected with Veeam Deleted SharePoint Online sites and items Protected with Veeam Deleted OneDrive for Business files 3 mo Protected with Veeam Employee leaves the company Protected with Veeam Veeam Backup for Microsoft Office 365 is more than simply filling gaps. It’s about providing access and control to ALL Exchange Online, SharePoint Online and OneDrive for Business data and storing it in one location, making recovery fast, easy and reliable. Retention policies: What exactly does Microsoft back up?
  15. 15. #1 Backup and Recovery Microsoft Office 365 Veeam Backup for Microsoft Office 365
  16. 16. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. Protect your Office 365 data from accidental deletion, security threats and retention policy gaps Veeam Backup for Microsoft Office 365 Quickly restore individual Office 365 items and files with industry-leading recovery flexibility Meet legal and compliance requirements with efficient eDiscovery of Office 365 backup data Veeam Backup for Microsoft Office 365 eliminates the risk of losing access to your Office 365 data including Exchange Online, SharePoint Online, OneDrive for Business and Microsoft Teams. Securely backup to any location including on-premises or cost-effective cloud object storage and:
  17. 17. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. NEW Veeam Backup for Microsoft Office 365 v4 delivers a cloud-optimized deployment option specifically for cloud-first companies. Use cost- efficient object storage to store your Office 365 data — including AWS S3, Azure Blob and S3- compatible providers — and: • Reduce costs with object storage and only pay for what you consume • Leverage unlimited scalability with unlimited storage capacity • Simplify deployment in the public cloud with no complex planning Object storage support
  18. 18. How it works
  19. 19. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. Exchange SharePoint On-premises Microsoft Office 365 Exchange Online SharePoint Online OneDrive for Business Veeam Backup for Microsoft Office 365 NEW Veeam Backup for Microsoft Office 365 v4
  20. 20. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. Exchange SharePoint On-premises Microsoft Office 365 Exchange Online SharePoint Online OneDrive for Business Backup Veeam Backup for Microsoft Office 365 Object storage Local storage Amazon S3 Microsoft Azure Blob S3-compatible IBM Cloud On-premises OR NEW Veeam Backup for Microsoft Office 365 v4
  21. 21. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. Exchange SharePoint On-premises Microsoft Office 365 Exchange Online SharePoint Online OneDrive for Business Backup Veeam Backup for Microsoft Office 365 Object storage Local storage Amazon S3 Microsoft Azure Blob S3-compatible IBM Cloud On-premises OR Multiple recovery options Veeam Explorer for Microsoft Exchange Veeam Explorer for Microsoft SharePoint Veeam Explorer for Microsoft OneDrive Restore NEW Veeam Backup for Microsoft Office 365 v4 Restore Send Save Export Self-service restore via service provider
  22. 22. © 2019 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners.
  23. 23. Demo
  24. 24. © 2020 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. 99k downloads representing 10M users
  25. 25. Take action! Key takeaways Free trial from Razor Technology Ask about our fully managed solutions for Office 365
  26. 26. OFFICE 365 Open Q & A

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