Why Backupify is More Critical than Ever
If you’re not backing up the data in your SaaS applications, you’re leaving your organization at risk. A loss of SaaS data can be just as disruptive to operations as an on-site server failure. And don’t assume the SaaS provider will have your back, either.
In this post, we take a closer look at the role of Backupify in your disaster recovery planning and why it’s crucial.
What is Backupify?
Backupify is a cloud-to-cloud backup tool that provides automatic backups of data within G Suite O365.
Offered by Datto, it’s an independent solution that replicates data from those cloud applications and stores it in the Datto Cloud.
Backupify was founded in 2008 and acquired by Datto in 2014. Datto largely markets Backupify as an independent solution, though the company also brands it as “Datto SaaS Protection.”
What does Backupify do?
Backupify integrates with Office 365 and G Suite via API access. Once integrated, it can be automated to perform backups of a user’s app data within those services up to three times a day. Backups can also be performed manually when needed.
The tool captures point-in-time snapshots of each users’ data, such as email, contacts and calendars. When data loss occurs within O365 or G Suite, Backupify can quickly restore it directly to the user’s account, or the data can be downloaded to an admin’s device.
In addition to merely creating backups, Backupify delivers continuity. Since Backupify operates independently from Office 365 and G Suite, and uses its own cloud, organizations can continue to access their SaaS data even if O365 or Google go down.
Why Backupify is so important?
SaaS data loss is extremely common. And when it happens, it can hurt your bottom line more than you think.
The loss of a single cloud folder, for example, can kill productivity and also take hours for IT teams to tediously recover (if it can be recovered at all). On a larger scale, if an entire account is wiped out by ransomware or prematurely deactivated, the incident could derail your operations for days.
As businesses adapt to a post-pandemic world, they’re becoming more decentralized: employees are working remotely and using SaaS more than ever for email, file sharing and collaboration. But if that data isn’t being adequately protected, it creates a dangerous vulnerability.
What causes SaaS data loss?
1 in 3 companies relying on SaaS solutions have reported losing data in the cloud. The biggest culprit? Accidental deletion. A staggering 47% of the data-loss events were due to files being inadvertently moved, overwritten or trashed.
But that’s only one of several ways that cloud data gets wiped out.
Common causes of SaaS data loss include:
- Malware and ransomware: Sync-and-share services like Google Drive merely copy your local files and store them in the cloud. So, if local files are encrypted or otherwise infected by malware, the cloud versions are toast, too.
- Overwritten data: This typically occurs when files or folders are being moved and a user accidentally writes over existing data, wiping out the old stuff. If the mistake isn’t realized fast enough, the overwritten data is gone for good.
- Bad integrations: SaaS data loss often occurs when other third-party apps are integrated with G Suite or Office 365. This could be due to a bad, buggy app itself, or because of misconfigurations in the integration process.
- Cancelled user licenses: An employee leaves the company, so it makes sense to cancel their G Suite account, right? Not so fast. If the user had critical files stored in their account, or critical emails that their successor would need, then that data is now gone. This is an extremely common cause of SaaS data loss.
- Malicious deletion: You don’t want to believe that any of your employees (including those who are terminated) are capable of intentionally deleting your data, but it happens more than you might think.
- Accidental deletion: This is the single biggest cause of SaaS data loss: files being deleted, either by accident or because the user believed they were no longer important.
Why can’t the data be recovered?
A few reasons.
First, unlike data stored on your local servers, your SaaS data is not protected by your on-site backup systems.
Second, most SaaS providers do not provide their own backup protection, beyond a limited period for restoring deleted files, emails, etc. Most service-level agreements (SLAs) have clear language about this process. When deletion occurs on the user end, it’s the user’s responsibility. After all, that’s how these applications should work: when the app receives a command to delete something (whether intentional or not), the app follows the command.
Now, if the provider’s own systems are at fault (i.e. a cloud server failure), then it becomes the provider’s responsibility. And you can generally count on Google and Microsoft to restore your data if/when such an incident were to occur. Beyond that, you’re on your own.
Now, let’s look at what Backupify protects.
How does Backupify back up Office 365?
Microsoft is clear in its SLA that its core responsibility is uptime—making the service available 24/7. But even if there’s an outage, “you may not be able to retrieve Your Content or Data that you’ve stored,” Microsoft writes. So, it’s critical to have O365 backups that are kept in an external (non-mapped/synced) storage.
Backupify meets this need by protecting all data within Office 365 and storing it on a secondary, georedundant cloud:
- OneDrive: All files and folders, including folder structures
- Contacts: All contact data, with the exception of photos
- Calendars: All calendar events, meeting attendees, attachments, notes, etc.
- Mail: All emails, attachments, folders, etc.
- SharePoint data: All documents, sites, forms, data, etc.
Backups are performed automatically three times a day. The platform even detects new users and automatically archives data for departing employees, so that data is not accidentally lost if O365 accounts are allowed to expire prematurely.
How does Backupify back up G Suite?
The backups for G Suite provide the same level of protection and are just as critical for teams relying on Google’s collaboration tools. Accidental deletion, malware and deprovisioned licenses are all a threat to your G Suite data (and your bottom line).
Backupify backs up G Suite data and ensures that everything can be restored when needed, even if you’re years beyond Google’s data retention period:
- Gmail: All email, attachments, folders, etc.
- Drive: All documents, files and folder structures
- Calendar: All calendar events, meeting attendees, attachments, notes, etc.
- Contacts: All contact data
- Shared drives (formerly Team Drives): All shared files
Like O365, your G Suite backups are performed automatically three times a day and can also be manually performed on demand whenever needed. Recovery is just as easy: admins can restore deleted data directly back into a user’s account, or the data can be downloaded.
How can lost files be located?
Let’s say a user has lost a single email containing a Very Important Spreadsheet, and it may have been deleted months ago. Is it gone forever?
Not if you’re using Backupify.
Backupify has a robust search tool that allows you to quickly locate missing data on a granular level. The search parameters make it easy to find a long-lost email, as well as contacts, files, or entire folders.
How much data can we keep in Backupify?
For businesses that have large volumes of constantly growing SaaS data, Backupify offers an unlimited storage option.
This ensures your data will be protected as your organization grows, whether you have 2 dozen users or 2,000. Admins also have control over data retention, so you can retain your older backups for as long as necessary.
What if we need to stay compliant with data regulations?
Companies in industries like healthcare and finance need to be careful how they store their data. Installing a third-party backup tool could suddenly make them not compliant with laws like HIPAA, if the data is not stored properly.
Backupify keeps organizations in compliance by storing G Suite and O365 data in secure data centers that are HIPAA-compliant SOC 2 Type II-audited. Additionally, you benefit from data retention control, monitoring tools, audit logs, uptime and availability SLAs, and export capabilities, all of which give you full control over your data and reporting.
What if G Suite or O365 go down?
Even if G Suite or Office 365 has an outage, Backupify stays online, because it’s not dependent on those services’ clouds. You can continue to access any files or folders that have been backed up the same day (or earlier).
This is an important capability because it helps businesses maintain continuity. When SaaS goes down, it doesn’t have to freeze your most critical projects. Teams can quickly regain access and even export the files to their devices, so they can keep working and the business can keep moving forward.
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