Many businesses assume that because their data is in the cloud—stored in platforms like Microsoft 365 or Google Workspace—it’s automatically safe. While these services are incredibly robust and secure, they are not immune to data loss. In fact, both Microsoft and Google explicitly recommend third-party backup solutions as part of a comprehensive data protection strategy.
In this post, we’ll break down the common misconceptions around cloud data safety, the risks of relying solely on native protections, and why having a dedicated backup for Microsoft 365 and Google Workspace is a must.
The Shared Responsibility Model
Microsoft and Google operate under what’s known as a shared responsibility model. That means while they manage the infrastructure, uptime, and availability of their services, you are responsible for your own data.
So what does that really mean?
These providers ensure that their platforms are up and running, but:
They do not protect your data from human error (accidental deletion, overwrites).
They cannot prevent malicious actions by insiders who may have legitimate access.
They do not retain data indefinitely unless configured to do so—often at additional cost or complexity.
They offer limited recovery options, which may only last 30 days or less depending on the app.
Simply put, relying solely on Microsoft or Google’s built-in tools puts your business at risk.
Common Causes of Data Loss in SaaS Platforms
Even in cloud-native environments, data loss happens more often than most people think. Some of the most common causes include:
Accidental deletion by employees
A user might delete a file, conversation, or email, thinking it’s no longer needed—only to discover later that it was essential. Often, this is discovered well after the platform’s default retention period.Malicious insiders or disgruntled employees
People with legitimate access can intentionally remove critical files, wipe shared folders, or tamper with sensitive information.Ransomware and phishing attacks
Even SaaS platforms are vulnerable to phishing and malware. If an attacker gains access to your user’s account, they can encrypt or exfiltrate large volumes of business data.App sync errors or third-party integrations
Automatic syncing between apps (e.g., a CRM with Google Drive) can sometimes go wrong, leading to partial data loss or corrupted files—without a straightforward way to restore the original.
Why Built-In Tools Aren’t Enough
Both Microsoft 365 and Google Workspace offer some native protection features, like versioning and a limited Recycle Bin, but they are not designed for long-term retention or full-scale recovery.
In Microsoft 365:
Deleted emails go to the Recycle Bin for up to 30 days.
OneDrive and SharePoint files can be recovered for a limited window.
Once those periods expire or a user is deleted, data may be lost permanently.
In Google Workspace:
Deleted files are typically removed after 30 days.
Drive version history is helpful, but only for files that are still accessible.
Admins have limited ability to restore data across users or large groups.
Without an independent backup solution, you’re essentially trusting a retention policy to act as your backup, which it was never meant to be.
What a Third-Party Backup Solution Offers
Dedicated cloud backup tools provide true data resilience. These solutions are designed to work alongside Microsoft 365 and Google Workspace, offering benefits like:
Automatic daily backups of all user data—including emails, calendars, documents, and chat logs.
Granular restore capabilities, so you can recover a single email or folder without rolling back everything.
Extended data retention, far beyond native limits—often for years or indefinitely.
Protection from ransomware, including immutable storage and version history.
Regulatory compliance support, with audit logs and data export capabilities.
Choosing the Right Solution
If your organization uses Microsoft 365 or Google Workspace, adding a backup solution isn’t just a “nice-to-have”—it’s critical infrastructure. Look for providers that offer:
Seamless integration with your SaaS platform
Transparent pricing with unlimited storage or user-based plans
Strong customer support and compliance certifications
Simple setup and centralized management dashboards
Some of the most reliable names in this space include:
Veeam Backup for Microsoft 365
SpinOne
Datto SaaS Protection
Druva inSync
Acronis Advanced Backup
Conclusion
Just because your data lives in the cloud doesn’t mean it’s protected. Microsoft 365 and Google Workspace are powerful tools, but they were never designed to serve as full backup solutions. A dedicated third-party backup ensures your business is prepared for the unexpected—whether that’s a mistake, a malicious action, or a cyberattack.
In today’s world, data is your most valuable asset. Protect it properly.
