The Ultimate Guide to SharePoint Cloud Backup: Securing Your Data

For businesses using Microsoft 365, SharePoint has become central to document management, team collaboration, and project organization. However, relying on Microsoft’s native security features alone to protect your SharePoint data may leave gaps, especially when it comes to backup and recovery. This article provides an in-depth look at why a dedicated 3rd-party SharePoint backup is essential, what to look for, and how to select the right solution for your organization.

Why Having a SharePoint Cloud Backup is Essential

While Microsoft offers basic data retention policies, many organizations don’t realize that these features are not true backup solutions. Retention policies help protect against data loss but don’t cover accidental deletions, security breaches, or prolonged outages, all of which can disrupt business operations. Here are a few risks of relying solely on Microsoft’s built-in features:

1. Users can accidentally delete critical files or folders. While Microsoft 365 has a recycle bin, data in it only lasts for a limited time.
2. If a disgruntled employee deletes data, Microsoft’s basic recovery options may not capture all details, making it harder to restore lost information fully.
3. Ransomware and other cyberattacks pose a growing risk, and Microsoft’s retention policies don’t guarantee complete protection or fast recovery.
4. Many industries have specific data retention requirements that Microsoft’s standard options may not satisfy. Regulations like GDPR, HIPAA, and SOX often demand specialized backup capabilities.

A dedicated SharePoint backup solution bridges these gaps, ensuring you have the ability to recover and access critical data whenever you need it.

What Should I Look for in a SharePoint Cloud Backup Solution

When choosing a solution to backup SharePoint, certain features are essential to ensure data security, accessibility, and ease of recovery. Here are the primary capabilities to seek out:

Automated Backups  

Having scheduled, automated backups is crucial to ensure your data is regularly backed up without requiring constant monitoring. Look for solutions that offer flexibility, allowing you to set up backups that align with your organization’s needs.

Granular Recovery Options  

Your backup solution should allow you to restore specific files, folders, or entire libraries. This flexibility means that if a single document is lost or damaged, you don’t need to restore an entire site, saving time and reducing downtime.

Solid Data Retention  

Some data may need to be retained for years to meet compliance and regulatory standards. A reliable SharePoint backup solution will allow you to set and customize retention periods to align with your industry’s requirements.

Versioning Control  

Version control keeps multiple versions of a document, allowing you to recover past iterations if needed. This feature is particularly useful for organizations with strict document control requirements or heavy collaboration.

Security and Encryption  

Security is paramount, and your backup provider should encrypt data both during transfer and at rest. Multi-factor authentication (MFA) and role-based access controls are also beneficial for restricting access to sensitive backup files.

Audit Logs and Reporting  

Detailed reporting helps your organization track data access and recovery activities, which is useful for both compliance and internal audits. These logs also help in identifying and rectifying any unauthorized activity quickly.

Seamless Integration with Microsoft 365  

For a comprehensive data protection strategy, choose a solution that integrates seamlessly with other Microsoft 365 tools like OneDrive, Teams, and Exchange. This ensures that all essential data is backed up in one unified system.

Why Use a Dedicated SharePoint Cloud Backup

A reliable SharePoint backup service brings many advantages, from enhanced recovery capabilities to better compliance. They include:

Improved Data Recovery  

With a dedicated backup solution, data restoration is quicker and more precise. This is particularly valuable in cases of accidental deletions or large-scale cyberattacks, where rapid recovery can minimize business disruption.

Business Continuity  

Downtime affects productivity, and a quality backup solution helps reduce it by making data recovery faster and simpler. Whether a single file or an entire library is lost, having a backup ensures business continuity, keeping teams productive even after a data loss incident.

Compliance and Legal Coverage

Many industries are legally required to retain data for specific periods. A SharePoint backup solution provides the flexibility to meet these regulations, helping your organization stay compliant with minimal hassle.

Reduced Burden on Your IT Team

With a streamlined backup solution, IT teams can focus on strategic projects rather than manual backup and recovery. Automated backups and simple recovery processes mean IT resources are better spent elsewhere.

Key Considerations When Selecting a 3rd-Party SharePoint Cloud Backup

When evaluating backup options, there are several practical considerations that will ensure your chosen solution aligns with your organization’s needs.

• Compatibility with Business Requirements: A solution should fit the size of your organization and data volume needs. Consider options that allow for expansion as your data grows, as this will prevent the need for switching solutions down the road.

• Provides Security Standards: Make sure your backup provider follows industry-standard security practices. Certifications like SOC 2, ISO 27001, and GDPR compliance indicate that a provider adheres to high data protection standards.

• Scalability: Your data needs are likely to grow, so a scalable backup solution is essential. This feature is especially important for businesses experiencing rapid growth or handling increasingly large data volumes.

• Ease of Use: Choose a solution with an intuitive interface, especially if multiple team members will manage the backup system. A user-friendly platform simplifies data recovery, training, and day-to-day management.

• Cost of Ownership: Backup solutions vary in price. Consider the total cost, including any initial setup fees, ongoing maintenance, and potential savings from quicker data recovery. Balancing budget with needs is crucial to finding the right fit.

Best Practices for Implementing SharePoint Cloud Backup

To make the most of your backup solution, following a few best practices can help maintain data security and streamline recovery.

Start by setting up a clear policy outlining backup frequency, retention periods, and who has access. Regular backups aligned with business needs ensure data is always up-to-date and accessible.

Make sure you are also testing your backup system’s recovery process regularly. Conducting periodic drills confirms that data recovery works as expected and prepares your team for quick action if an issue arises.

Informing employees about data protection policies, including appropriate file management and deletion practices, helps minimize accidental losses. Additionally, implementing access controls can prevent unauthorized data access.

Finally, business needs and regulatory requirements change over time, so it’s wise to reassess your backup policies periodically. Adjust retention periods, access permissions, and backup schedules as needed to stay aligned with current needs.

Kickstart your Sharepoint Cloud Backup Solution Search

SpinBackup offers a comprehensive SharePoint data backup solution that ensures secure, automated protection for your Microsoft SharePoint data. With fast, automated daily backups and granular data recovery options. 

SpinBackup simplifies the process of recovering lost files and minimizes data loss risk. Its solution also includes powerful search filters, multi-location storage for compliance needs, and flexible retention policies. 

Additionally, SpinBackup’s platform overcomes common throttling issues and ensures data is backed up securely on cloud storage providers like AWS, GCP, or Azure. Our solution helps businesses meet compliance standards and keeps SharePoint data safe from accidental or malicious loss.

Not only does SpinBackup support Sharepoint, you can use it as a complete Microsoft 365 backup solution. 

Relying solely on Microsoft’s native features for SharePoint data protection can leave you vulnerable to data loss, compliance issues, and downtime. A dedicated SharePoint Cloud backup solution enhances data security and ensures you can recover critical information when it’s needed most. By choosing the right solution and following best practices, you’ll secure your data, support compliance, and keep your organization’s operations running smoothly.

Backup solutions are more than just an insurance policy—they’re a critical component of any modern data management strategy, allowing businesses to focus on growth with the confidence that their data is secure.

Get a demo of SpinBackup for Sharepoint Cloud today.