Barracuda Cloud-to-Cloud Backup Overview
Making the move to Office 365 provides organizations with many benefits; from increased enduser productivity to reduced cost and complexity of maintaining on-site hardware. Additionally, Microsoft reduces the risk of downtime substantially by running applications across highly available architectures spread across different regions. While application downtime is reduced in Office 365, the risk of data loss due to human error is not. While Office 365 does provide customers with some protection against loss of data, often the window for data recovery is short and the recovery options limited. Seeking an additional layer of protection against accidental or malicious data loss, organizations have begun to use third-party backup solutions that offer enhanced protection of Office 365 data, longer retention periods, and more robust recovery options.
Why is Office 365 Backup Necessary?
More often than not, data is deleted only to later realize that it is still needed. While it is possible to recover deleted items from within Exchange Online and OneDrive for Business, the retention for these items is often inadequate. In Exchange Online, individual emails that are deleted by users get moved to the users’ Deleted Items folder. Those items will remain in the Deleted Items folder for 30 days by default or according to the duration set by the administrator. While the Deleted Items folder does provide a layer of protection against end-user errors, messages can be permanently deleted if the user chooses Empty Deleted Items folder. Once items are deleted from the Deleted Items folder, they are then moved to the Recoverable Items folder and into a subfolder named Deletions. The default duration of items in this folder is 14 days, with a maximum duration of 30 days. Once an item exceeds the retention setting, the item is gone forever. For more information regarding Exchange Online email retention, please read this TechNet article from Microsoft.
When users leave an organization, Microsoft Exchange Online does make it possible to preserve the contents of deleted mailboxes. By placing a Litigation Hold or an In-Place Hold on the mailbox before the Office 365 user account is deleted, the mailbox becomes inactive and its contents preserved for the duration of the hold. However, in order to use the Litigation or In-Place Hold features, a separate Exchange Online or Exchange Online Archiving license may need to be purchased. If a hold is not placed on a mailbox before it is deleted, the contents of the mailbox will no longer be preserved or discoverable.
For OneDrive for Business data, deleted items are put into a user’s Recycle Bin. The items stay in the Recycle Bin for 93 days or until they are manually deleted from the Recycle Bin. After being removed from the Recycle Bin, the items are moved to the Site Collection Recycle Bin, where they are recoverable up to 93 additional days. Once an item exceeds the 93 day retention in the Site Collection Recycle Bin, the item is gone forever, according to the following support article from Microsoft.
According to a January 2013 survey by Aberdeen Group, the number one cause of data loss in a Software as a Service deployment, such as Microsoft Office 365, is accidental data deletion. In fact, about 70% of all lost data is due to either accidental or malicious deletion of data by end-users. While Microsoft takes several measures to ensure that service availability is not disrupted, the measures taken to ensure that permanent data loss does not occur are limited. In fact, Microsoft only offers recommendations on how to perform item-level recovery using the retention safeguards mentioned above. However, if data in the Deleted Items, Recoverable Items, or Site Collection Recycle Bin have exceeded the retention policy or if the data was manually deleted from those locations, that data is most likely gone forever.
Barracuda Cloud-to-Cloud Backup for Microsoft Office 365
Barracuda Backup is the leading integrated backup appliance in the world according to IDC’s Purpose-Built Backup Appliance Tracker. The product has always been cloud-connected and offered cloud replication, and now also offers Cloud-to-Cloud Backup for Office 365. Cloud-to-Cloud Backup protects Exchange Online and OneDrive for Business data by backing it up directly to Barracuda Cloud Storage. Barracuda Cloud-to-Cloud Backup for Office 365 can be used as an add-on to an on-premises Barracuda Backup appliance or as a standalone subscription without an appliance. For Exchange Online, Barracuda Cloud-to-Cloud Backup protects all email messages, including all attachments, as well as the complete folder structure of each users’ mailbox. In OneDrive for Business, all files under the Documents Library, including the entire folder structure, are protected.
Unlike other solutions, Barracuda Cloud-to-Cloud Backup for Office 365 provides completely customizable and unlimited backup scheduling and retention, the ability to restore or download data to different sources, and the ability to backup multiple instances of Microsoft Office 365 without the need to purchase additional licenses.
Mistakes happen, users accidentally delete or over-write files. Disgruntled employees or hackers take malicious action in deleting or corrupting data. As the only vendor in the market providing a single solution to support both on-premises and cloud-based sources, Barracuda Cloud-to-Cloud Backup for Office 365 lets you fully customize your backup schedules and retention policies, lets you restore or download data to different sources, and gives you the ability to backup multiple instances of Microsoft Office 365 and an unlimited number of users with simple, capacity-based pricing. Barracuda Backup now provides protection of physical, virtual, and cloud environments, helping you keep IT simple.