Microsoft 365 Backup and Archive

Backup and archive: understanding the differences

Backup and archive serve distinct purposes, although many confuse them for the same thing. Backup refers to warm storage, focusing on active content and ensuring easy access to recover data if a problem arises. On the other hand, archiving is akin to cold storage, dealing with inactive content that isn’t regularly used. Syncing data does not serve as a backup or archive; it merely keeps two copies of the same data synchronized, without providing the backup or archived version.

Maturity model - Microsoft 365 backup

Organizations often assume that Microsoft handles all backup needs automatically. While Microsoft does provide business continuity, true disaster recovery involves a more mature approach. At a basic level, organizations rely on Microsoft’s built-in versioning and recycle bins. As maturity increases, using Microsoft 365 backup becomes essential, and the highest level of maturity involves incorporating third-party products into a comprehensive backup strategy.

Maturity model - Microsoft 365 archive

Archiving starts with a basic level of no formal strategy, which can result in clutter. The next level involves a manual approach, such as removing permissions or creating an archive hub. Moving up, the M365 Archive offers a more structured solution, and at an advanced level, third-party tools like Orchestry provide robust archiving capabilities. The highest maturity involves creating custom code for archiving, offering a more sophisticated version of manual strategies.

Microsoft 365 backup

Recently, Microsoft 365 Backup became generally available. This service protects active content against disasters, including ransomware, and covers SharePoint, OneDrive, Exchange, and Teams. It operates on a pay-as-you-go basis for storage rather than licenses. Currently, users cannot modify default settings for frequency or retention. Restore times vary, with the Recovery Time Objective (RTO) ranging from 10 minutes to 2 hours and the Recovery Point Objective (RPO) determining how far back data can be recovered.

Microsoft 365 archive - SharePoint Premium

Archiving in SharePoint is designed for finished but undeleted content, providing cold storage within SharePoint. It doesn’t incur additional costs until you exceed your quota. Archived sites remain accessible to admins, who can search and unarchive content, though this process may take a few days and involve restoration fees. Starting January 2025, Microsoft will automatically archive unlicensed OneDrive Business accounts.

Team/Site lifecycle - archive a Team

Previously discussed in Ask Sympraxis, archiving a Team (which includes the Microsoft 365 group and related components) involves setting the Team to read-only through the Team’s UI. This action also affects associated SharePoint sites. Initially, the Team is hidden but can be accessed through the managed teams view under “archive.”

Team/Site lifecycle - automation

For advanced automation, level 500 maturity involves custom code. Tools like ShareGate and Orchestry can automate lifecycle management. ShareGate uses PowerShell to export SharePoint lists and organize files, while Orchestry offers extensive lifecycle management features with webhooks and HTTP integrations for custom code execution. These tools enable creating and managing archive policies for Teams, SharePoint, and other Microsoft 365 services.

In this episode, we explored the key differences between Microsoft 365 backup and archive solutions, emphasizing how understanding these nuances is crucial for effectively managing your organization’s data. At Sympraxis, we’re here to guide you through the various options and can even create custom automation to fit your unique requirements. Reach out to us today for more details on how we can help set your organization up for success.

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