Although many professionals trust Office 365 for convenient file backups and revision histories, it isn’t the only tool you should be using. In fact, trusting only one or two cloud-based services can be a recipe for trouble down the line.
Here are some issues you may not have considered when setting up your Office 365 backups, as well as how to alleviate those problems with a secondary backup solution.
Look Beyond Convenience
As cloud storage becomes cheaper and more widely available, it’s becoming the industry standard -- but it’s not the only way to back up files. After all, storing files in the cloud means more free storage space on your devices. Businesses like the ease of access, pay-as-you-go pricing, and more.
However, it’s hard to consider something a “backup” when it’s accessible only via the internet. You may think you’re doing yourself a favor, but you could be placing your data at risk.
Most cloud storage options guarantee 99.9+% uptime and convenient file access. But the rare occurrence of an outage or maintenance could cost you a lot of money.
None of this is to paint cloud storage options as unreliable or dangerous. They are a necessity for modern businesses, but as a general rule of thumb you should never keep your files in storage that is susceptible to a single point of failure. So even though cloud providers store your files in multiple geographical locations in case one datacenter goes down, an internet outage in your office would mean you lost all access. Keep original files on hand or stored in the office to prevent temporary data loss.
Another reason services like Office 365 are so great is that they claim that you are the only one with access to your files. They make claims that you are in control of your data and that you can easily access them anywhere.
However, this isn’t always the case. Sometimes, cloud storage services feel less like a vault and more like a revolving glass door. For instance, Office 365’s counterpart, Google’s G Suite, makes open access the default setting. There is a feature to keep people out, but it needs to be configured manually.
Microsoft’s cloud productivity platform handles this more intuitively, but the more people who have access to your backups, the higher the chances that someone accidentally deletes something. When files are stored on another platform, this is impossible.
Err on The Side of Safety
As cloud solutions become increasingly popular, hackers are finding new avenues for their malware and viruses. Recently, this came in the form of ransomware strains that were optimized for cloud storage servers. When one user syncs an infected file or folder to the cloud, everything stored there is affected.
Because of this, multiple storage solutions are necessary to ensure continuity. That way if one is no longer accessible, you still have your files handy. You never want to keep everything locked in one drawer with one key.
Don’t Skimp on Quality
Office 365 is a great option, but it’s also a broad one. Companies of all sizes use the service to great effect, but need an additional storage solution that offers a better layer of security than one-size-fits-all solutions.
For instance, at Legal Imaging, we rely on proprietary cloud-based storage for every file. Whether you need to store audio recordings of client meetings, court documents, or have digital evidence you need to secure, we offer efficient and convenient storage options.
This ensures that you are the only one who can access your saved data. And because it's not connected to a Microsoft or Google account there’s a reduced chance of hackers accessing your credentials.
Our services offer a variety of professional solutions for your practice. Lawyers from Mobile, AL, and beyond know that we make practicing law efficient and simple by shouldering your IT burden and providing exceptional support services.
We have solutions in eDiscovery and Computer Forensics, Trial Services, Legal Document Services, and everything else you need to best serve your clients. If you’re interested in seeing how we can make your life easier, contact us today for a FREE Practice Management Assessment.