Choosing a corporate mail backup begins with defining which mail data will be restored in which loss scenario. In addition to the number of boxes and capacity, storage, authorization, export and restore testing should also be evaluated.
Which loss scenario will you cover first?
A single incorrectly deleted message, a departed user's box, or a broader service issue does not require the same recovery. Determine with the business owner what data is expected to be returned and when.
Ask separately if calendar, contacts, files, or shared boxes other than email are included. The term “cloud backup” does not indicate that all data is protected to the same extent.
How to separate storage, archive and backup?
The retention policy can determine the retention or deletion behavior of data within the platform. The archive can focus on the management and search of old correspondence. Backup, on the other hand, addresses the need to restore to a specified point.
These functions can be combined in the same product; However, it should not be assumed that all of them exist based on their names. Microsoft 365 Backup description indicates that supported data and restore options are product specific.
Technical reference: Microsoft Learn — Microsoft 365 Backup overview.
What titles should you compare in the proposal?
| Title | control question |
|---|---|
| Scope | What boxes and data types are included? |
| storage | What historical points are accessible? |
| Access | Who can backup and restore? |
| Delivery | Can the message or box be transferred to another medium? |
| test | By what sample will the return be verified? |
How to accept restore?
In an authoritative test scenario, the specified data is retrieved and checked if it can actually be used. The box tested, data point, processing date, and result are recorded. Not all corporate correspondence should be copied to a wide-access testing area.
Evaluate product, license, storage and management labor separately. with your current platform and needs email backup service You can determine the scope.
Related resources
Official sources
Technical documentation and legislation may change; The relevant version and current text should be checked before application.
Frequently Asked Questions
Does taking a backup also meet the need for archive searches?
Not always. The search and access features of the product should also be examined.
Can selection be made only based on total GB?
Capacity alone is not a sufficient benchmark without knowing the type of data and the need to restore and retain it.