10 Cloud Backup and Archiving Myths

Businesses want to protect their sensitive data, especially when it comes to data stored "in the cloud". But some treat backup and archiving as an afterthought. Why? One key reason is that we're awash in misinformation. These myths need to be busted so that businesses can fully protect themselves. 

Most companies don’t realize why, in fact, you need a backup and archiving system for your information stored in Microsoft 365. Here are the facts:

  • The most common mistake employees make is accidentally deleting data.
  • Microsoft 365 saves deleted emails in the recycle bin for only up to 90 days.
  • Based on Microsoft’s Service Agreement (Sec.6b):

“Microsoft is not liable for any disruption or loss you may suffer as a result. In the event of an outage, you may not be able to retrieve Your Content or Data that you’ve stored... We recommend that you regularly backup Your Content and Data that you store on the Services or store using Third-Party Apps and Services.”

With companies losing $4.61M on average, and data breach costs growing by 10% every year, a backup and archiving solution for your Microsoft 365 data is paramount to the continuity of your business operations.

Here are 10 big misconceptions debunked about backup and archiving for cloud hosted storage...

1) Microsoft 365 / Google Workspace already backup and archive

False. Microsoft 365 only saves deleted emails and files in the recycle bin for up to 90 days. Google
Workspace deletes end-users’ Drive files and emails in the Trash and Spam folders after 30 days. Both solutions/providers do not assure full recovery of your data in case of user error, data corruption, or ransomware threats. Microsoft recommends keeping third-party backups of your data (Microsoft Services Agreement Section 6b).

2) Backup and archiving are too expensive

False. The right solutions can offer non-disruptive data protection for a few dollars per seat per
month. Data breaches cost companies $4.61M on average (a 10% YoY growth), hugely outweighing the cost to ensure data security.

3) Cloud backup is unsafe

False. This belief is fostered by some solutions' lack of visibility. Unlike storing data in a local server
on-site, disruptions at the local level do not cause issues with your cloud-based data. Find a backup
and archiving solution that provides military-grade encryption and servers specifically designed for
large-scale, secure storage of your data.

4) Backup & archiving solutions are too difficult to use

False. This notion stems from particular backup systems/solutions that require administrators to download and install an agent as a precondition for the software to work. However, there are a number of solutions that are simple, easy, and user-friendly. They allow us to quickly set up backup automation, coupled with one-click restore options that make backup and archiving as painless as possible.

5) Only regulated businesses need it

False. Non-regulated businesses get value in data backup and archiving too. Here are some use cases:

  • Audits often require businesses to provide full and accurate data records that go back at least 6 years (e.g., IRS, SEC).
  • Lawsuits or regulator investigations may require Microsoft 365/Google Workspace data to be put on legal hold so that it cannot be altered or deleted.
  • Fast universal search tools that are found in archiving systems can speed up search queries across solutions in one click.

6) Backup and archiving are over-hyped and not essential

False. Companies lose $4.61M on average because of data breaches. Compare that to a few dollars a month for a comprehensive backup and archiving solution and you’ll realize how cost effective it is. Many businesses, some still existing while others closed down, have realized this the hard way.

7) All backup and archiving solutions are the same

False. Here are the facts:

  • It's true that a number of solutions in the market today are clunky, with poor UX design.
  • Not all of them are born in the cloud; a lot of these solutions need to be downloaded as an agent to work.
  • Backup and archiving are two different things, and most vendors don’t offer them together. Many solutions are sold as modules, which can increase the cost.
  • Only a few backup and archiving solutions offer insights and analytics based on the data that is stored and/or archived.
  • Many solutions do not back up everything, such as:
    • calendars, contacts, and tasks
    • Teams
    • OneDrive or Sharepoint

Not only is it critical, but it's actually easy and affordable to use a solution that addresses all of these shortcomings and more!

8) You need to pay to get your data back

False. There are solutions that don’t take your data hostage. Important advice: when choosing the right solution, clarify with your provider if they will charge you to get your data back when you decide to move on to another solution or service.

9) Backup and archiving solutions are slow

False. Only if they’re inefficient. Sophisticated backup and archiving solutions exist that actually prioritize backing up recently updated or added files to speed up the entire process. This expedites the process and ensures your data is fully secured and backed up.

10) Backup and archiving tools are just that – they backup, and they archive

False. While many solutions can be limited in terms of what they do, certain tools have features that go beyond backup and archiving. For example, an Email Archiving solution provides a host of compliance tools, lightning-fast search, as well as Business Intelligence tools that transforms stagnant, archived email data into actionable business intelligence.

In addition, some solutions provide advanced features like:

  • eDiscovery and journaling options
  • Fast search capabilities
  • Business insights and analytics from your stored and archived data


So there you have it. These backup and archiving myths can be dangerous. All too often we've seen them affect the decision-making process around implementing an appropriate backup solution which, ultimately, has the potential to significantly hurt your business. By dispelling these myths, you are in a much better position to protect your business.

While it looks like a whole lot of work to protect yourself, naturally it's much easier if you work with the right technology partner, like FPA, to ensure you're effectively protected. You shouldn't have to worry about any of this; you have a business to run!

What do you think? Is your cloud hosted data adequately protected? Has this info been helpful? Please let us know in the Comments box below or shoot me an email if you’d like to discuss this in more detail.

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Craig Pollack

Craig Pollack

Craig is the Founder & CEO of FPA Technology Services, Inc. Craig provides the strategy and direction for FPA, ensuring its clients, business owners, and key decision makers leverage technology as efficiently and effectively as possible. With over 30 years of experience building the preeminent IT Service Provider in the Southern California area, Craig is one of the area’s leading authorities on how small to mid-sized businesses can best leverage and secure their technology to achieve their business objectives.