Complementing Native Microsoft 365 Backup: The Added Value of Third-Party Solutions

Estimated Reading Time: 5 Minutes

In July of 2024, Microsoft revealed that Microsoft 365 Backup and Microsoft 365 Backup Storage are generally available. While Microsoft 365 Backup is designed for businesses to back up data from OneDrive, SharePoint, and Exchange using Microsoft’s services, Microsoft 365 Backup Storage allows third-party backup vendors to develop apps that access the Microsoft 365 Backup Storage APIs.

Although having a native Microsoft 365 cloud backup solution seems convenient, managed service providers (MSPs) must carefully consider several factors when selecting a solution. This blog delves into these considerations and compares Microsoft 365 Backup with third-party backup vendors, such as Dropsuite.

Table of Contents

Understanding the Shared Responsibility Model

Microsoft’s introduction of its native backup tool reinforces the ongoing importance of comprehensive data protection, even within its own cloud ecosystem. This move highlights Microsoft’s acknowledgment of the shared responsibility model, which asserts that while Microsoft manages infrastructure uptime and service availability, the responsibility for safeguarding data ultimately falls on the users.

Microsoft introducing its own backup tool is a clear acknowledgment that data protection is critical for maintaining business continuity, especially in cases of accidental deletion, internal threats, or compliance obligations. It reinforces the need for robust backup solutions that extend beyond basic service necessity.

The Risks of an “All Eggs in One Basket” Approach

Relying solely on Microsoft’s built-in backup solution poses potential risks, as consolidating data protection within the same ecosystem introduces a single point of failure. Should a major outage, breach, or system failure affect Microsoft’s infrastructure, organizations that rely on Microsoft’s backup could face challenges in recovering critical data.

In contrast, third-party solutions like Dropsuite provide an independent, external Microsoft 365 backup, ensuring that even if Microsoft’s systems fail, your data remains secure and accessible. This approach mitigates risks associated with vendor lock-in and enhances overall business continuity.

Moreover, using a third-party tool enables MSPs to implement the 3-2-1 backup strategy: maintaining three copies of data, stored on two different media formats, with one copy stored offsite. This approach ensures redundancy, resilience, and the ability to recover data even in the face of unexpected events or disasters.

Pricing Considerations: Microsoft vs. Third Party Solutions

Microsoft 365 Backup, available through the Microsoft 365 admin center, offers a pay-as-you-go model priced at $0.15 per GB per month of protected content. However, third-party providers like Dropsuite offer more predictable pricing structures, such as flat fees per user or license. These straightforward pricing models offer greater cost consistency, simplifying budgeting for MSPs managing businesses with evolving data needs. Third-party solutions like Dropsuite also cover multiple Microsoft 365 applications—Exchange Online, SharePoint, OneDrive, Groups, and Teams—under a single plan. This all-inclusive approach provides MSPs with comprehensive coverage at a single price point, offering added value and flexibility.

Dropsuite offers two pricing tiers: Backup only and Backup with Archiving. The Archiving tier includes additional features such as envelope journaling, eDiscovery, legal hold, and audit trails, which are particularly valuable for regulated industries like healthcare.

Feature-Rich and Flexible Solutions

MSPs with complex data management needs will find third-party solutions to be a more flexible and feature rich alternative to Microsoft’s native backup tool. For example, Microsoft 365 Native Backup offers only a one-year maximum retention period, with weekly snapshots after the first two weeks, which can leave significant gaps in data recovery options.

In contrast, Dropsuite provides unlimited data retention by default, with varying options based on subscription tiers. Whether opting for Backup-only or Archiving, businesses can choose from retention periods that align with their needs, ranging from 30 days to 11 years, or even unlimited retention. These advanced retention options allow Dropsuite users to customize their backup strategies according to business needs and regulatory requirements. Additionally, Dropsuite offers advanced functionalities such as:

  • Automated backup scheduling and customizable retention policies.
  • Granular recovery options for restoring individual files, emails, or calendar events to previous or new locations.
  • Enhanced security features, including encryption, multi-factor authentication, and role-based access controls.
  • Comprehensive compliance solutions, with automatic archiving to meet regulatory standards for audits and legal reviews.
  • Support for critical services currently not covered by Microsoft’s own backup tool, like Teams and Planner.

These features empower businesses to have more control over their data and compliance processes, complementing the capabilities of native tools like Microsoft 365 Backup. Third-party solutions such as Dropsuite can enhance data protection and management for MSPs, providing additional layers of functionality that help meet more complex needs, particularly for organizations with stringent regulatory requirements.

Dedicated Customer Support and Expertise for Backup and Recovery Needs

While Microsoft offers broad support across its services, third-party vendors like Dropsuite specialize in data protection, offering more tailored support for backup and recovery needs. With dedicated customer assistance, Dropsuite ensures MSPs receive expert guidance in optimizing their data protection strategies, enabling them to better serve their clients and grow their businesses.

Conclusion

While Microsoft 365 Backup tool is a welcome addition to the ecosystem, it may not address the specific needs of every business. Third-party vendors like Dropsuite offer enhanced features, cost benefits, greater flexibility, and security advantages that make them a compelling option for MSPs seeking a robust and reliable backup solution. Although Microsoft’s tool offers fast recovery – thanks to its control over API rate limits – it can be cost-prohibitive for smaller businesses or MSPs in the SMB market. Additionally, Microsoft’s solution may lack the granular restore options and specialized features that many businesses require.

For a more comprehensive data protection strategy, supplementing Microsoft’s native tools with an independent, third-party backup solution ensures better coverage, more flexibility, and stronger compliance capabilities.

To learn more about how Dropsuite can enhance your Microsoft 365 backup and archiving strategy, contact us today or request a demo.