{"id":9097,"date":"2025-02-07T13:02:45","date_gmt":"2025-02-07T17:02:45","guid":{"rendered":"https:\/\/tcn.tidbits.com\/?p=10864"},"modified":"2025-02-07T20:17:20","modified_gmt":"2025-02-08T00:17:20","slug":"businesses-dont-overlook-email-backup","status":"publish","type":"post","link":"https:\/\/www.macworks.com\/blog\/businesses-dont-overlook-email-backup\/","title":{"rendered":"Businesses, Don\u2019t Overlook Email Backup"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Cloud-based email services such as Google Workspace and Microsoft 365 dominate the market for organizational email for good reason. Dealing with the constant onslaught of spam and online attacks is hard, as those traumatized by running mail servers in the \u201cgood old days\u201d can attest.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">While email service providers excel at their primary functions of sending, receiving, and storing emails, they prioritize availability and uptime over backup and recovery. Depending solely on their built-in protection systems can leave organizations vulnerable to data loss. Although it\u2019s exceedingly rare for email service providers to lose data due to system failures\u2014all modern email systems are distributed and replicated in virtualized storage\u2014they cannot safeguard against every risk. Here are some scenarios we\u2019ve encountered where a separate email backup solution was useful:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Recover from human error:<\/b><span style=\"font-weight: 400;\"> This is the big one. People often accidentally delete important messages or clean out old messages too aggressively, inadvertently including critical conversations in a mass deletion. Backups ensure that these messages can be retrieved.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Ease employee turnover:<\/b><span style=\"font-weight: 400;\"> When employees leave, it\u2019s essential to deactivate their email accounts for security reasons. However, information in their accounts may be vital for ongoing projects or legal purposes. Backups preserve this data for future access.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Mitigate cyber threats:<\/b><span style=\"font-weight: 400;\"> Phishing attacks are commonplace today. If an employee falls victim to one, their email account could be compromised and data lost. Worse still, the attacker could install malware\u2014even ransomware, though that\u2019s not a significant real-world concern for Apple-only installations\u2014that could result in email data loss. While training employees to recognize and avoid phishing attacks is crucial, backups provide an essential safety net for anyone who makes a mistake.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Facilitate data migration and archiving:<\/b><span style=\"font-weight: 400;\"> Organizations often need to migrate email data from one system or user to another. While it\u2019s rarely necessary or desirable to migrate everything\u2014all the mail from the past year may be sufficient\u2014it can be helpful to maintain archival access to historical communications.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">In fact, both Google and Microsoft explicitly state that they store data for only a limited time and recommend employing a backup service. (The specifics may differ, but generally, you can retrieve a deleted email within 30 days, after which it may be recoverable for an additional 14 or 30 days.) Many companies offer email backup services with similar features, but we highly recommend and deploy Dropsuite. We\u2019d be happy to discuss your needs and customize a comprehensive email backup plan that works best for you.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/dropsuite.com\/\" rel=\"noopener\"><b>Dropsuite<\/b><\/a><span style=\"font-weight: 400;\"> provides unlimited storage and also supports QuickBooks Online backup. It features a flexible backup cadence, with email backups up to 12 times per day.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Ideally it&#8217;s best to keep all data live so you can transition to a different solution to meet changing needs. Please contact us for help picking the most appropriate solution for your needs.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">(Featured image by iStock.com\/Rasi Bhadramani)<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Cloud-based email services such as Google Workspace and Microsoft 365 dominate the market for organizational email for good reason. Dealing with the constant onslaught of spam and online attacks is hard, as those traumatized by running mail servers in the \u201cgood old days\u201d can attest. While email service providers excel at their primary functions of [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":9098,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[9,69,106,186,112,185,104],"tags":[],"class_list":["post-9097","post","type-post","status-publish","format-standard","has-post-thumbnail","category-apple","category-apple-consulting-ct","category-apple-support-ct","category-backup","category-mac-support-ct","category-mactech","category-security"],"_links":{"self":[{"href":"https:\/\/www.macworks.com\/blog\/wp-json\/wp\/v2\/posts\/9097","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macworks.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.macworks.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.macworks.com\/blog\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macworks.com\/blog\/wp-json\/wp\/v2\/comments?post=9097"}],"version-history":[{"count":1,"href":"https:\/\/www.macworks.com\/blog\/wp-json\/wp\/v2\/posts\/9097\/revisions"}],"predecessor-version":[{"id":9102,"href":"https:\/\/www.macworks.com\/blog\/wp-json\/wp\/v2\/posts\/9097\/revisions\/9102"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.macworks.com\/blog\/wp-json\/wp\/v2\/media\/9098"}],"wp:attachment":[{"href":"https:\/\/www.macworks.com\/blog\/wp-json\/wp\/v2\/media?parent=9097"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.macworks.com\/blog\/wp-json\/wp\/v2\/categories?post=9097"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.macworks.com\/blog\/wp-json\/wp\/v2\/tags?post=9097"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}