Microsoft Office 365 Backup from NAKIVO

After deleting the Microsoft Office 365 user account of an employee who has left your organization, Microsoft only stores the data associated with that account for 30 days before deleting it. However, your organization may need to access a former employee’s data in the future for regulatory compliance purposes or to fulfill legal requests for information.
• Use Backup for Microsoft Office 365 to back up teams, mailboxes, sites and OneDrive data to ensure that you can recover your data when you need to, whatever the employee’s status.
• If an employee does leave the company for any reason, you will have a copy of their Microsoft Teams, Exchange Online, OneDrive for Business and SharePoint Online data, including emails and files, that you can access whenever you need.
• Moreover, with NAKIVO Backup & Replication, you get granular recovery, allowing you to restore teams and team items, document libraries, lists, list items, folders, files, contacts, calendar items and emails. Search and browse the backup versions and recover only the items you are looking for.

Microsoft Office 365 imposes limits on mailbox size depending on the plan. Additional shared mailboxes consume additional storage. Nevertheless, with large volumes of data, mailboxes are bound to use up all the available space eventually. This may lead employees to delete emails to free up space. This deleted data is not recoverable in Microsoft Office 365 after a limited time period. To address this problem, back up Office 365 mailboxes for long-term storage and future restoration. This serves two purposes:
1. Backups ensure that Microsoft Office 365 data is protected against accidental deletion, ransomware attacks and insider threats.
2. Users can delete emails from the user mailbox to clear space, safe in the knowledge that secure backups exist. If the need for old emails suddenly arises, employees can rapidly restore the necessary data. Office 365 email backups can be stored for as long as you need.

Businesses retain data for regulatory compliance and for potential legal proceedings. Most data protection laws focus on transparent consumer data use and financial reporting and stipulate how long data should be stored. Microsoft Office 365 addresses legal compliance with the native Litigation Hold feature, which freezes mailboxes to prevent deletion. However, if a regulatory body or court requests previously deleted data, Microsoft Office 365 offers no functionality to protect a business from penalties.

The best way to ensure compliance with laws and regulations is to back up Office 365 data with NAKIVO Backup & Replication. Store these backups onsite or offsite according to local legislation.

Accidental deletions, rogue administrators and external threats expose data to loss, theft and ransomware attacks. These unwanted risks and threats can lead to operational disruptions and reputational losses for businesses.

By backing up Microsoft Office 365 data, you build an effective disaster recovery plan and ensure business continuity. Create multiple backups stored on different devices to establish resiliency. Then, if data loss occurs, rapidly restore entire mailbox folders or individual objects directly back to the source. You can also mitigate the risk of rogue administrators by configuring role-based access control (RBAC) to limit users’ access.

Migrating from an on-premises Exchange Server setup to a hybrid or purely cloud Exchange Online deployment offers businesses greater operational efficiency. But it also poses significant data loss risks. Migrations are multistage processes in which administrators must carefully track the status of every user and mailbox. Any mistake or disruption exposes businesses to losing critical business data.

Use NAKIVO Backup for Microsoft Office 365 to establish fail-safe mechanisms during migrations. NAKIVO Backup & Replication supports backups for Exchange Online mailboxes and machines running Exchange Server. If at any point, during or after the migration, administrators learn that data has been lost in the process, they can rapidly restore the items from the backups. Once the migration has been completed, repurpose the backups to ensure regulatory compliance and protect against security threats.

Large corporations can delegate Microsoft Office 365 backup and recovery to specific branches or business units. With the multi-tenancy functionality in NAKIVO Backup & Replication, this scenario can be implemented successfully by using the multi-tenant setup to create isolated environments (tenants) within a single software deployment.

This setup simplifies data protection management for tenants and offers centralized control and visibility for administrators. Offloading some of the routine data protection activities helps maintain flexibility and short recovery times. The role-based access controls (RBAC) feature allows administrators to assign specific roles to tenants.