Avoiding Data Loss in Microsoft 365


Microsoft 365 is easily one of the best collaborative tools on the market, and with that accolade comes risk of data loss. Human error is the number one cause of data loss. Often, data is deleted by users that are looking to clean up their data or they delete something by complete accident. Data loss in Microsoft 365 can occur for several reasons, often occurring from a combination of user error, security vulnerabilities, and lacking backup strategies.

Here are some common causes for data loss:

  1. Accidental Deletion: Users mistakenly delete important files, emails, or even entire folders.
  2. Malware and Ransomware: Cyberattacks, including ransomware and malware, can encrypt and make your data inaccessible, or corrupt files and make them unstable and untrustworthy.
  3. Insider Threats: Malicious actions by disgruntled employees can lead to deliberate data destruction or theft.
  4. Phishing Attacks: Phishing scams can trick users into providing sensitive information or clicking on malicious links, leading to data breaches.
  5. Synchronization Errors: Issues during the synchronization process between local devices and cloud storage can result in data loss.
  6. Incomplete Backups: Relying solely on Microsoft 365’s built-in data retention and recovery features without additional backup solutions can be risky.
  7. Configuration Mistakes: Incorrect configuration of security settings and policies may leave data unprotected.
  8. Hardware Failures: Although less common in cloud environments, hardware issues in local backup devices can lead to data loss.
  9. Third-Party App Vulnerabilities: Integrations with third-party applications that have security weaknesses can compromise data integrity.
  10. Natural Disasters: Events like fires, floods, or earthquakes can affect data centers and local backup systems.

To prevent data loss in Microsoft 365, consider the following steps:

  1. Enable Multi-Factor Authentication (MFA): Utilizing just a password is no longer enough security to keep users and data safe. Add the extra layer of security,
  2. Regular Backups: Use third-party backup solutions for your Microsoft 365 data.
  3. Data Loss Prevention (DLP) Policies: Create DLP policies to monitor and protect sensitive information.
  4. Email Filtering: Implement anti-spam and anti-malware protection to safeguard against threats.
  5. Conditional Access Policies: Start with no-access and add back access as situations require.
  6. Encryption: Using this software will protect data in transit and at rest.
  7. User Training: Educate users on the importance of data security and safe practices.
  8. Regular Audits: Conduct regular security audits and compliance reviews.
  9. Implement Retention Policies: Set retention policies to retain important data and delete obsolete information.
  10. Monitor Activities: Use the audit log search and monitoring tools to track user activities.

It should be obvious, BUT your business needs to have a comprehensive business continuity and disaster recovery (BCDR) solution. Partnering with an MSP like 2W Tech, can ensure we can recover these files quickly and easily, regardless of when and how they were deleted.

There are several other advantages with partnering with 2W Tech for BCDR including:

  1. Expertise in Microsoft 365 and Azure: 2W Tech leverages our extensive experience with M365 and Azure to optimize BCDR solutions for these platforms. Holds a Microsoft Solutions Designation in Azure, Infrastructure and Security.
  2. Comprehensive Managed Services: We offer an extensive array of managed services, encompassing IT infrastructure, security solutions, and support, essential components of ensuring business continuity and disaster recovery.
  3. Customized Solutions: 2W Tech customizes solutions to align with your business’s unique requirements, whether it involves a straightforward for modification, a comprehensive system implementation, or intricate integration.
  4. Proven Track Record: Over 30 years of experience with Epicor and IT Infrastructure solutions.
  5. Continuous Improvement: 2W Tech prioritizes continuous improvement plans, ensuring that your Business Continuity and Disaster Recovery (BCDR) strategies adapt to your business requirements and technological advancements.
  6. Dedicated Support: 2W Tech offers dedicated support to guide you through disruptions, ensuring minimal downtime and swift recovery.

By partnering with 2W Tech, you can leverage our expertise, comprehensive services, and proven methodologies to enhance your business continuity and disaster recovery capabilities. Give us a call today to learn more about a partnership with us!

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