SharePoint. It’s a really flexible integration tool. You can use it to create websites. You can share and access information with others, no matter what device they may be using. You can use it to stitch applications together so that they interoperate, and a lot of people use it like OneDrive to store folders and files.
But let’s be honest. A lot of IT pros hate SharePoint. It can be complex and cumbersome. But whether you hate it or not, if you’re in IT and your organization uses SharePoint, you’re going to need to protect it.
Why? First of all, there’s all those files, folders and website data that people have used SharePoint to share – and it stores much more than that. For example, files shared in a Teams channel aren’t stored in Teams; they’re stored in a SharePoint document library associated with the Teams hub. Confusingly, though, files shared in a Team group or private chat aren’t in SharePoint, but OneDrive. In fact, Teams data can be found in SharePoint, OneDrive, Azure and Exchange.
Then, of course, if you’ve used SharePoint to integrate other applications — as many organizations do — if you lose SharePoint, those integrations break.
Finally, though SharePoint data is a bit safer than other data in Microsoft 365, that’s not to say it’s safe. Unlike Outlook, where trashed emails are permanently deleted after 30 days, in SharePoint, deleted data will stick around the recycle bin for 93 days. But after those 93 days are up, the data is gone forever.
There’s a bit of confusion about stage 1 and stage 2 deletion in SharePoint, but the bottom line is that it doesn’t change the 93-day limit on retention. Even if you delete something from the site recycle bin, then that item goes to the site collection bin, where it will live out the remainder of its 93-day life.
Backup considerations for SharePoint
So, onto backup considerations. First, you’ll need to decide where you’re going to store the backup data: on-premises or in the cloud. Some organizations have terabytes of data in SharePoint, so it’s not a straightforward decision. Keep it on-premises and you’re looking at a significant investment in storage. Cloud storage may be cheaper, but if you need to restore it to a location outside of the cloud itself, the egress fees will be substantial.
Make sure you backup all data sources in SharePoint: files, folders, libraries, lists, sites subsites, and site collections. Overlook one of them, and you could find yourself in a nasty spot should you need to restore it. Further, ensure that metadata such as creation and modification dates are retained. Losing this information can make it difficult to find and version data after it’s been restored.
Test to make sure that SharePoint sites, lists and libraries retain their permissions upon restoring it. Rebuilding those permissions will take ages, and the likelihood of getting it wrong and introducing security vulnerabilities is high.
Of course, if you don’t want to do all of this work protecting SharePoint on your own, you can leave it to the experts at OffsiteDataSync. We know Veeam Backup for Microsoft 365 backward and forwards and are a Platinum Partner. In fact, in 2019, we won a Veeam Innovation Award for our collaborative efforts on Veeam Backup for Microsoft Office 365 (now Veeam Backup for Microsoft 365) and were singled out as “Best in Show” at Veeam Velocity.
We’d love to talk with you about protecting your SharePoint data in Microsoft 365. Get in touch or find pricing here!