Checklist for a Secure SharePoint Backup

As a managed service provider (MSP), you’re tasked with managing and protecting your client’s data both on-site and in the cloud. However, backups for SaaS and cloud applications pose some unique challenges. For example, which SaaS apps should be backed up? What is the best technical approach for a reliable backup? What additional tools are at your disposal?

Microsoft SharePoint tops the list of important SaaS applications that should be backed up. SharePoint Online is a cloud-based collaboration and document management platform developed by Microsoft as part of its Microsoft 365 suite. SharePoint provides the content storage and sharing foundation for other applications in the Microsoft suite, such as Microsoft Teams. It allows users to create, store, and share content with team members, partners, and customers, such as documents, lists, and web pages.

This blog will review the seven most important considerations for MSPs regarding SharePoint backup. We will explain why SharePoint needs a reliable third-party backup and how to implement it. We will also explore the key features and capabilities MSPs should look for in a reliable SharePoint backup.

1. Shared Responsibility Model: Microsoft, Client Data, and You 🤝

Who is responsible for the data in SharePoint: Microsoft or the client? Let’s unpack this question.

The Microsoft shared responsibility model for SharePoint is a crucial aspect of the platform’s security efforts. According to the Microsoft Services Agreement Section 6b, both Microsoft and its customers have a role to play in protecting sensitive information and ensuring the smooth functioning of the system.

• Microsoft’s Role: Securing the underlying infrastructure and ensuring the reliability of the platform and SaaS application.
• Customer’s Role: Implementing security protocols and best practices to safeguard their data stored on the platform.

Therefore, MSPs should take the lead in implementing sound backup strategies to protect against SharePoint data loss in a client’s Microsoft 365 deployment.

2. Data Loss in the Cloud is Real 🌩️💾

Data loss is a major concern for businesses and individuals alike, and data loss in the cloud is no exception. Despite its convenience and accessibility, cloud applications like SharePoint are not immune to the risk of data loss. Potential vulnerabilities include:

• Human Error: Accidental deletions or modifications.
• Employee Malfeasance: Deliberate tampering with data.
• Cyberattacks: Phishing, ransomware, and malware attacks.

MSPs and end-user organizations must be proactive about backing up their data and regularly evaluating and updating their security measures.

3. Compliance Requires Sound Backups, Including Cloud Applications 📜🔐

With the rise of cyber-attacks and data breaches, compliance regulations have become stricter when it comes to protecting sensitive data. One of the essential requirements is to have sound backups in place, including cloud applications such as SharePoint and Microsoft 365.

Many highly regulated industries – such as financial services and defense contracting in the United States – specify that regulated companies must follow the controls and procedures specified by the National Institute of Standards and Technology (NIST) cybersecurity frameworks. The NIST cybersecurity framework requires that cloud applications such as SharePoint be backed up to a secure, offsite location distinct from the production cloud environment.

4. Native Microsoft Tools in SharePoint are Inadequate ⚙️❌

While Microsoft offers some basic backup options for SharePoint users, they lack flexibility and scalability. For instance:

• Recycle Bin Functionality: Provides a limited safety net, retaining data for only 93 days, with an additional 14 days for recovery before the data is permanently deleted.
• Data Retention Features: Available only in more expensive Microsoft 365 Enterprise plans (E3 and E5) and not a true backup solution.

Inadequate backup solutions can leave organizations vulnerable to data loss, corruption, and ransomware attacks.

5. A Third-party Backup Location is the Key 🗝️☁️

The 3-2-1 backup philosophy is a data backup strategy that recommends creating three copies of your data, in two different media, with at least one copy stored offsite. This approach helps ensure data is protected against loss or corruption.

Leveraging a purpose-built, third-party cloud backup service for SharePoint data provides that vital offsite copy, defending against worst-case scenarios such as cyberattacks, ransomware infections, or natural disasters that could disable a production cloud platform.

6. MSPs Can Boost Revenues from Managed Cloud Applications 💼📈

MSPs have a huge business opportunity from managing SaaS and cloud applications on behalf of their clients. Migrating to the cloud offers stability and scalability, but cloud apps remain complex for most small and medium businesses. MSPs play a vital role in:

• Proper configuration.
• Cyber control.
• Ongoing management of cloud applications.

Consequently, backing up SaaS and cloud applications is a mandatory element of a robust MSP’s tech stack. There are great choices for affordable, reliable, and third-party SaaS backup services, specifically designed for MSPs.

7. Purpose-built SharePoint Backup Solutions are Ideal for MSPs 🛠️🔄

We have established that SharePoint backup is a must for the following reasons:

• It is ultimately the customer’s responsibility.
• Cloud data loss remains a large risk.
• Existing tools from Microsoft are inadequate.
• SharePoint backup is a smart risk management approach required by various compliance mandates.

Dropsuite’s SharePoint Backup Solution

Dropsuite’s solution for SharePoint and Microsoft 365 backup is designed to protect SharePoint Online data by backing up critical content such as site collections, subsites, lists, and libraries. Key features include:

• Automated Backups: Schedule backups to run as frequently as every hour.
• Point-in-Time Restore: Restore SharePoint data to any point in time.
• Granular Restore: Restore individual documents, list items, and libraries.
• Secure Storage: Data is encrypted and stored in secure Tier III data centers.
• Easy Setup and Management: Integrates with Office 365 and is managed through a user-friendly web-based interface.

Protecting cloud data is central to the MSP mission of managing the end-to-end IT needs of clients. SharePoint is one of the most important elements of today’s cloud computing ecosystem. That’s why SharePoint backup is included in Dropsuite’s Microsoft 365 backup solution. Purpose-built for MSP deployment, Dropsuite invites MSP partners to sign up for a live demo with a backup specialist today. 🌐💬