SaaS Backup
Is Your SaaS Email Data Really Secure?
Why Microsoft 365 and Google Workspace Still Need Backup
Cloud email platforms like Microsoft 365 and Google Workspace are powerful, reliable, and central to day-to-day business operations. But one common and dangerous assumption still catches organisations out:
Just because your data is in the cloud doesn’t mean it’s fully protected.
When it comes to email, files, and collaboration data, your data is still your responsibility.
The Shared Responsibility Model: What It Really Means
Both Microsoft and Google operate under a shared responsibility model. This means they are responsible for keeping their infrastructure running — not for protecting your business data from everyday risks.
As the customer, you are responsible for:
Accidental deletions
User errors
Insider threats
Misconfigured retention policies
Cyber incidents such as ransomware
If important emails or files are deleted whether accidentally or maliciously your provider is not obligated to restore them.
Once retention limits are exceeded, that data may be gone permanently.
How SaaS Email Data Is Commonly Lost
Many organisations are surprised by how easily cloud email data can disappear. Common causes include:
Cybercriminals and account compromise
Human error, such as accidental deletion or overwriting
Malicious insiders with access to mailboxes or shared drives
Illegitimate or unauthorised deletions
Sync and programmatic errors that remove data without warning
Malware and ransomware attacks that encrypt or delete content
Even a single incident can result in lost contracts, compliance breaches, or prolonged downtime.
The Retention Myth: “We Can Always Get It Back”
A common misconception is that cloud platforms retain deleted data indefinitely. In reality:
Some deleted items are permanently removed after 14 days (sometimes extendable to 30)
Retention policies can be misconfigured or overridden
By the time missing data is noticed, recovery may no longer be possible
Native tools are designed for availability — not long-term backup or easy recovery.
Why SaaS Backup Is Essential
A dedicated cloud-to-cloud SaaS backup solution provides an independent copy of your email and collaboration data, stored securely outside the primary platform.
Key benefits include:
Automated backups taken multiple times per day
Secure, encrypted, and immutable storage
Fast recovery of individual emails or entire mailboxes
Protection from accidental deletion, cyber incidents, and compliance gaps
Most importantly, it gives you control over your data and your recovery timelines.
Protect Your Business, Not Just Your Platform
Email is mission-critical. Losing access even briefly can have serious operational and financial consequences.
By implementing a proper SaaS backup strategy for Microsoft 365 and Google Workspace, you ensure that no matter what happens, your data remains accessible, recoverable, and protected.
If you’re unsure where to start or want to review your current level of protection, working with an experienced IT and data security partner can help you build a resilient, future-proof backup strategy.
