• Four Reasons Your Office 365 Data isn’t as Safe as You May Think

Many organisations fall under strict email and document retention regulations, where failure to comply can lead to expensive fines or worse. 

1. Compliance.

By default, deleted Office 365 data is non-recoverable after a maximum of 30 days. Longer retention times are only possible with more costly or expensive editions of Office 365. And if your Office 365 subscription is ever cancelled, all your data is automatically deleted after 90 days. Having your own backup copies of your Office 365 data ensures you can comply with regulations regardless of your Office 365 edition or whether your subscription is cancelled.

2. Liability. 

The Office 365 terms of service currently limit Microsoft’s liability to $5,000 or your last 12 months’ subscription fees should anything happen to your data— assuming you can prove it was Microsoft’s fault. In contrast, the liability you might face if your Office 365 data were lost is potentially unlimited. Given the amount of risk you bear, it’s prudent to keep a copy of your Office 365 backup data in a secure, non-Microsoft location.

3. Audit Rights.

The Office 365 terms of service give you no audit rights. This is problematic if, as part of an audit, you are required to show the physical location where your data is stored. Maintaining a backup copy of your Office 365 data in a secure location that you can audit may be an acceptable way to work around this problem.


4. Vendor Lock-in.

Having all your Office 365 data in the Microsoft cloud effectively marries you to Microsoft, for better or for worse. If you want to keep your options open, then maintaining a backup copy of your Office 365 data makes it much easier to consider migrating to another vendor’s office productivity service.

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