Benefits of Backing Up G Suite and Office 365 Data

Millions of businesses use the G Suite and Office 365 products for organizing, coordinating business and saving data. This is due to the benefits that cloud-based software provide to users.

However, these advantages can sometimes be misleading to users. Some may believe their G Suite and Office 365 data are being backed up to different places. This isn’t true. The G suite and Office 365 do not backup your cloud data. This is shared in their terms of service. Therefore, such events as a server error could lead to data loss or corruption. And without backing up your information on the cloud, your data could be lost for good.

Even though the apps and data are residing in the cloud, they also need to be backed up on separate cloud for data security.

Your business data on G Suite and Office 365 can be backed up in a process termed cloud to cloud (C2C) backup. 

We will discuss the benefits of Office 365 and G Suite data backup below.

 

1. Protect Against Malicious Apps

Third party apps are popular with G suite and Office 365 solutions. These apps help extend the default function of the suites and often add cool features to boost productivity. 

Since third party apps are not made by Google or Microsoft, they could be injected with malicious code and attack your cloud data when you give them the right permission.

Hackers may use such apps as a backdoor to access, steal, and delete your data.  It is practically difficult to avoid all extension and add ons. The good news is that the backup of your cloud data can protect you if you mistakenly install a rogue application.

 

2. Protect Your Data against Malicious or Accidental manipulation by Users

According to research, user error is responsible for 70% of all data loss or damage incidents. Backing up your data is thus important to protect them against accidental or intentional damage. When many employees access the same data, such as making edits to shared Google sheets and/or Google docs files – or Microsoft Office 365 files, there is a likelihood of a file deletion accident occurring. 

Data may be lost through:

  • File deletion for creating space or protecting sensitive document
  • Removal of duplicate files

 

3. Deal with Malware and Ransomware Attacks

New malwares are being created to exploit new loopholes by cyber attackers. These viruses can take over systems and steal business data. Unfortunately, neither G Suite and Office 365 are  immune from malware attacks.

Through phishing , a cyber criminal may get one of your employees to download or install malicious software and then take over your machine. 

Since syncing data from the desktop to the cloud is a critical part of using cloud apps such as Office apps or Google apps, downloaded malware can get synced into your Google drive or OneDrive files where they can infect your files.

Some specialized malware known as ransomware often encrypt files while demanding for ransom before they can be decrypted.

If a cloud backup system has been set up by a managed service provider, your data can be easily restored after the malware has been removed.

 

4. Manage File Overwrites

Collaboration is one of the strong features of cloud apps but it can also be a disadvantage. A user may overwrite important updates while working with other users on the same file. 

With enough time and changes it may be difficult to restore the specific file version that you need.

A backup solution for your Google Drive or Office 365 will prevent this kind of data loss and make recovery easier.

 

5. Prepare Your Business for SaaS Outage and Shutdown

Cloud applications have less than 100% uptime and reliability. While rare, they can fail to load at anytime and make your data become inaccessible. Both Gmail and Office 365 have been reported to undergo outages which prevents businesses from accessing their mail and data on time. Businesses which backup their cloud data won’t be affected by such outage.

 

6. Allows Recovery in Case of Stolen or Loss Device

To work anytime and anywhere, you or your employees have to log on to your business’ cloud accounts from multiple devices. 

If any of these devices get lost or stolen, a bad actor could use it to wipe your data clean, impersonate your employee or even inject malware into your drive.

Without a backup, you may lose your entire project or business data to a single device loss.

 

It is clear from the above that your business stands to gain a lot from backing up your Office 365 and G Suite data. 

If your business cannot tolerate the unavailability or loss of business data, you must setup a cloud backup for your G suite and Office 365 data. 

You don’t need to worry about the complexities involved in setting up the backup, SDTEK , an expert managed service provider   can help you out. Don’t wait until you lose data, get the required backup today.

 

Common IT Security Compliance Pitfalls and How to Avoid Them

June 17, 2025
Meeting IT security compliance standards is crucial for businesses that handle sensitive data, particularly in industries such as healthcare, finance, defense, and e-commerce. Regulatory frameworks such as HIPAA, CMMC, PCI-DSS, and GDPR exist to help ensure businesses protect customer information and maintain robust cybersecurity practices. Unfortunately, many organizations fall short of these requirements, often due to common, avoidable mistakes. These gaps can result in costly fines, data breaches, and reputational damage, which can significantly impact the business's bottom line and customer trust. 1. Failing to Conduct Regular Risk Assessments The Pitfall: Many businesses overlook the importance of conducting routine risk assessments. Without these, it’s challenging to identify vulnerabilities or evaluate whether your current cybersecurity controls meet compliance standards. How to Avoid It: Implement a regular risk assessment schedule. Work with a qualified IT provider to evaluate your systems, identify weaknesses, and document remediation plans. These assessments should be performed at least annually, or whenever significant changes to the system occur. 2. Inadequate Employee Training The Pitfall: Your employees are your first line of defense—and often your most significant vulnerability. A common compliance issue arises when businesses fail to train staff on cybersecurity best practices or on handling sensitive data appropriately. How to Avoid It: Invest in ongoing cybersecurity awareness training. Ensure employees understand how to recognize phishing emails, create strong passwords, and report any suspicious activity. Training should be updated regularly to reflect current threats and compliance requirements. 3. Improper Data Handling and Storage The Pitfall: Storing sensitive data in unsecured locations, failing to encrypt information, or retaining data longer than necessary are significant compliance risks. These practices are often flagged during audits. How to Avoid It: Adopt data classification policies that define how different types of data should be handled; encrypt sensitive data both at rest and in transit. Establish clear data retention policies and ensure that obsolete data is disposed of securely. 4. Lack of Incident Response Planning The Pitfall: When a security incident occurs, time is of the essence. Many businesses lack a documented incident response plan, or their existing plan hasn’t been thoroughly tested. This can lead to delayed responses, increased damage, and regulatory penalties. How to Avoid It: Develop a formal incident response plan that includes roles, responsibilities, communication protocols, and steps for containment and recovery. Run simulated breach scenarios with your IT team to ensure everyone knows how to respond effectively. 5. Using Outdated Software or Systems The Pitfall: Running outdated operating systems, software, or firmware is a common issue that can lead to compliance failures. Unsupported technologies are more vulnerable to exploitation. How to Avoid It: Keep all systems and applications up to date with the latest patches. Use automated tools to track software versions and receive alerts about end-of-life technologies. Schedule regular maintenance windows to apply updates and upgrades. 6. Insufficient Access Controls The Pitfall: Allowing too many employees access to sensitive data—or failing to revoke access when it’s no longer needed—can lead to data breaches and non-compliance. How to Avoid It: Implement role-based access controls and follow the principle of least privilege. This principle means that each user should have the minimum level of access necessary to perform their job. Regularly audit user accounts and permissions to ensure access is current and appropriate. Use multi-factor authentication (MFA) to add an additional layer of protection. 7. Neglecting Third-Party Vendor Risks The Pitfall: Businesses often overlook the fact that their compliance responsibilities extend to third-party vendors. If a vendor mishandles your data, you could still be held accountable. How to Avoid It: Vet third-party vendors carefully. Ensure they meet the same compliance standards as your business and include security requirements in your contracts. Conduct periodic audits or request compliance certifications from your vendors. 8. Failing to Document Policies and Procedures The Pitfall: Even if your security practices are strong, failing to document your compliance policies can result in audit failures. Regulators want to see evidence that you have formal processes in place. How to Avoid It: Create and maintain clear documentation for all compliance-related policies, including data protection, access control, incident response, and employee training. Make these documents easily accessible for audits and regularly review them to ensure updates are current. Conclusion Compliance with IT security standards is not a one-time project—it requires ongoing attention, regular updates, and a proactive approach to maintain effectiveness. By understanding and addressing these common pitfalls, your business can stay ahead of regulatory requirements, strengthen its security posture, and reduce the risk of costly incidents. This ongoing attention is crucial to maintaining your business's security and audit readiness. If you’re unsure whether your business is meeting current IT compliance standards, professional support can help. Contact SDTEK today to schedule a compliance assessment and learn how our IT services can keep your business secure and audit-ready. With our support, you can navigate the complex landscape of IT security compliance with confidence.

Why Cybersecurity and Business IT Support Are Crucial for Fort Wayne Businesses

April 9, 2025
In today’s digital-first world, cybersecurity isn’t just a luxury—it’s a necessity. Whether you run a small startup or a growing enterprise in Fort Wayne , protecting your business’s data, systems, and clients is essential for long-term success. From ransomware attacks to phishing scams, cyber threats are evolving every day, and the best way to stay ahead of them is by partnering with a reliable IT services provider that understands the unique needs of local businesses. Here’s why investing in professional business IT support is one of the smartest decisions Fort Wayne businesses can make—and how working with SDTEK helps protect your operations, your data, and your reputation.