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How third-party backup for OneNote and Class Notebooks avoids falling into non-compliance trap

posted in Product ● 27 Apr 2021

If you use OneNote and Class Notebooks regularly, the prospect of waking up one day and finding that your notes have gone, is the stuff of nightmares.

This horror scenario will be why many users have local backups set to run on a frequent basis – but it would be a mistake to assume that is going to cover you in all eventualities.

Just because Microsoft has mechanisms in place to deal with data loss, you cannot assume that is enough to ensure everything you value can always be recovered.

These measures to protect availability are more about meeting service level agreements (SLA) than helping you restore deleted data.
Microsoft takes care of the physical cloud infrastructure and connectivity to deliver a very useful and reliable service – but their cloud is not your backup.

In the event of ransomware, user mistakes or sync or configuration errors, the responsibility for ensuring access to critical data in M365 is yours.

If you are in any doubt, read Section 6b of Microsoft’s Service Agreement. It states ‘In the event of an outage, you may not be able to retrieve your content or data that you’ve stored. We recommend that you regularly back up your content and data that you store on the services or store using third-party apps and services’.

Maintaining productivity may not be the only reason you need to back up data in OneDrive, SharePoint, Exchange, Teams, OneNote and Class Notebooks.

Comply with regulations

In many cases there may be a requirement to protect this data to comply with regulations.

For example, if someone leaves, there is often the issue of preventing their files leaving with them. It may be necessary to delete a user or users from Active Directory.

However, once they fall outside of retention, their SharePoint sites, OneDrive, Teams and OneNote data and Class Notebooks are also deleted.

This could be a major problem in months to come – especially if those files are subsequently needed in future legal action.
To retain access to data after a user has been removed from Microsoft’s Active Directory, it is vital to have a third-party backup solution.

It’s also crucial to remember that offline synchronisation is not backup. When a file is deleted in the cloud, the synchronised offline copy also gets removed.

Deleted documents can be restored from the M365 portal for up to 30 days – but not if they have been manually purged from the Recycle Bin.

For peace of mind about your capability to restore M365 data, consider a third-party Microsoft 365 backup solution.

Protection in minutes

The quicker data can be accessed or a technical issue can be resolved, the faster you can recover operationally and financially from any incident, so choose a solution that restores data directly back into Microsoft 365, cloud-to-cloud, backed by UK-based tech support that is responsive 24/7.

With Redstor you can set up the protection you need in minutes. Just back up your M365 data directly from Microsoft’s cloud to the Redstor cloud and autoscale and manage it all through an intuitive web interface – without the need for capital expenditure.
Redstor enables centralised management of data in Exchange, SharePoint, OneDrive, Teams and OneNote without circumventing Microsoft 365 security and auditing.

And with granular recovery, it radically reduces the impact of accidental deletion, malicious activity or corruption.
For OneDrive and SharePoint, a restore is as simple as selecting the specific file or folder and choosing whether you want to recover back to the cloud or onto a physical machine.

For Exchange, just select a mailbox, then choose whether to restore messages and attachments, calendar events, contacts or the whole mailbox.

You also have the ability to restore Teams, channels, posts, files and tabs as well as the data in OneNote notebooks.

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