What Is Backup And Recovery?

Backup and recovery solutions create point-in-time copies of your data then write these copies out to a secondary storage facility. This may be your own on-premises or cloud facility, the backup provider’s private cloud platform, or a public cloud such as AWS or Azure. Storing your backups in a separate location creates an logical gap that protects them from any compromise that may affect your live servers. In other words, if your business is hit by ransomware, but your backups are securely stored in an isolated location, the attacks won’t affect your backed up data. With these backups in place, your backup and recovery provider can quickly restore your data in the event that the original copy is lost or destroyed by human error, technical error, natural disaster, or a cyberthreat.

Who Is Responsible For Backing Up Google Workspace Data?

Google Workplace is a Software-as-a-Service (SaaS) productivity application suite. SaaS applications operate using a shared responsibility model: the SaaS provider is responsible for protecting the application, operating system, hardware, virtualization, and network. You (the customer) are responsible for protecting your users and data, and taking care of the administration. According to Google’s terms of service, “Google, and its suppliers and distributors, will not be liable for any loss or damage that is not reasonably foreseeable.” So, Google solves problems related to software failure and outages, but you have to protect your data against loss or damage caused by human error, programmatic error, and malicious actors.

Does Google Backup Workspace Data Natively?

The short answer here is no. Google does back up Google Workspace data in order to support their own backup and recovery plans, but these backups exist solely to safeguard Google; they are not accessible to your business, your admins, or your end users. If you want to be able to access and restore backups of your Google Workspace data, you need to create those backups yourself. That’s where third-party backup and recovery solutions come in.

What Features Should You Look For In A Backup And Recovery Solution For Google Workspace?

These are the main features that you should look for in any backup and recovery solution for Google Workspace: Compatibility with all the Google apps you use. Automated daily backups so that your IT team doesn’t have to run, monitor, and manage the backup process every day. Granular search functionality that makes it easy for you to locate and restore/export specific pieces of data. Individual file and full system restoration. Retention periods and storage limits that work for your organization—if you work with PHI and have to comply with HIPAA, for example, you may need to be able to set varying retention periods for different types of data, and need a large or unlimited amount of storage. Backup security, including encryption, role-based access, and multi-factor authentication.

What are the common causes of data loss in Google Workspace?

Data loss in Google Workspace can occur due to various reasons, including: Accidental deletion: Users may unintentionally delete important files or emails. Malicious deletion: Data can be intentionally deleted by bad actors, such as disgruntled employees or hackers. Ransomware attacks: Attackers may encrypt Google Workspace data and demand a ransom for its recovery. Human error: Mistakes in data management or configuration can lead to data loss. Third-party app issues: Problems with third-party apps integrated with Google Workspace can sometimes result in data loss.

How long should Google Workspace data be retained?

The optimal data retention period for Google Workspace depends on factors such as: Compliance requirements: Regulations like GDPR, HIPAA, and SOX mandate specific data retention periods. Business needs: Organizations may need to retain data for legal, auditing, or operational purposes. Storage costs: Longer retention periods require more storage space, which can impact costs. Data sensitivity: Highly sensitive data may need to be retained for longer periods.

What is the difference between backup and archiving in Google Workspace?

While both backup and archiving involve storing data for future use, there are key differences: Backup: Focuses on creating copies of data for the purpose of recovery in case of data loss or system failure. Backups are typically retained for shorter periods. Archiving: Involves moving data to a separate storage location for long-term preservation and compliance purposes. Archived data is not intended for frequent or immediate recovery.

The Top 10 Backup And Recovery Solutions For Google Workspace

Backupify Backup for Google Workspace

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CloudAlly Backup for Google Workspace

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Acronis Cyber Protect

Acronis Cyber Protect is a market-leading backup and disaster recovery solution offering integrated endpoint management, email security, data loss prevention, and robust backup and recovery for Google Workspace and other SaaS applications. Utilizing Acronis’ runVM technology, it ensures rapid recovery to minimize disruption and maintain business continuity.

Why We Picked Acronis Cyber Protect: We are impressed by Acronis’ unified platform, combining fast recovery via runVM technology with AI-powered security, making it a top choice for enterprises prioritizing data protection and compliance.

Acronis Cyber Protect Best Features: Key features include agentless, cloud-to-cloud backups for Gmail, Google Drive, Calendar, and Contacts, stored in Acronis’ secure cloud with AES 256-bit per-archive and disk-level encryption. It supports individual file and full system recovery, with virtual server options for disaster recovery. AI-driven ransomware protection prevents unauthorized file changes, while authenticity checks and malware scanning ensure secure restores. The platform provides customizable reporting, widgets, and alerts for backup status monitoring.

What’s Great:

Fast recovery with runVM technology for minimal disruption
AI-powered ransomware protection and malware scanning
Secure backups with AES 256-bit encryption in Acronis’ cloud
Comprehensive backup for Gmail, Drive, Calendar, and Contacts
Customizable reporting and alerts for backup monitoring

Pricing: Contact Acronis for detailed pricing or trial information.

Who it’s for: Acronis Cyber Protect is ideal for mid- to large-sized enterprises in healthcare, energy, government, and automotive sectors, seeking a secure, compliant backup and recovery solution for Google Workspace with strong data protection and business continuity features.

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Afi Google Workspace Backup

Afi Google Workspace Backup is a secure, cloud-based backup and recovery solution for Google Workspace and Microsoft 365, leveraging AI and machine learning to enhance data resilience and reduce IT workload. It offers robust protection against data loss with an intuitive interface and flexible storage options.

Why We Picked Afi Google Workspace Backup: We rate Afi highly for its AI-driven automation and user-friendly design, providing reliable backup and granular recovery for Google Workspace, ideal for mid-sized organizations and MSPs.

Afi Google Workspace Backup Best Features: Key features include automated backups for Gmail, Drive, Shared Drive, Hangout, Calendar, Contact, and metadata, stored in Europe, the US, or customer/partner-owned S3 cloud storage with unlimited retention. It supports full point-in-time and individual item restoration to the same or different accounts. Features include automatic user discovery, deleted user archiving, role-based access with “restore only” roles, and activity audits. Intelligent API error handling ensures reliable backups. Data is secured with TLS 1.2 in transit and AES 256-bit encryption at rest.

What’s Great:

Automated backups with unlimited retention for all Google Workspace data
Granular and full system restoration to same or different accounts
AI-driven API error handling for reliable backups
TLS 1.2 and AES 256-bit encryption for robust security
Role-based access and comprehensive activity audits

Pricing: Afi SaaS Backup starts at $3/user/month, including three daily backups and anti-ransomware protection. The Afi Data Platform, with 24x daily backups and advanced features, is priced upon request.

Who it’s for: Afi Google Workspace Backup is ideal for mid-sized organizations and MSPs seeking a secure, automated backup and recovery solution for Google Workspace, particularly those valuing AI-driven efficiency and multi-tenancy support.

Druva inSync

Druva inSync is a cloud-native backup and recovery solution for SaaS applications, including Google Workspace, Microsoft 365, Slack, and Salesforce. Built on AWS and powered by Druva Cloud Architecture, it ensures business continuity, compliance with data protection standards, and enhanced visibility through robust search and discovery tools.

Why We Picked Druva inSync: We are impressed by Druva inSync’s granular eDiscovery tools and strong compliance features, making it a top choice for enterprises managing sensitive data in Google Workspace.

Druva inSync Best Features: Key features include automated cloud-to-cloud backups for Gmail, Drive, and Shared Drive, with deduplication to optimize storage. Full-text search indexing and audit trails are accessible via a central management dashboard. Security includes AES 256-bit encryption at rest, TLS 1.2 in transit, role-based access, and SSO via ADFS/Okta. The platform is FedRAMP authorized, supporting SOC 2 Type 2, HIPAA, and Privacy Shield compliance, with automated sensitive data monitoring. Legal hold management aligns with EDRM and DOJ requirements through automated workflows and chain of custody reporting.

What’s Great:

Granular eDiscovery with full-text search and audit trails
Automated backups with deduplication for Gmail and Drive
FedRAMP, SOC 2, HIPAA compliance with sensitive data monitoring
AES 256-bit encryption and SSO support
Legal hold tools for EDRM and DOJ compliance

Pricing: Druva inSync offers three plans: Business at $2.50/user/month (10GB storage), Enterprise at $4/user/month (50GB storage, end archiving), and Elite at $7/user/month (eDiscovery, federated search). Contact Druva for further details.

Who it’s for: Druva inSync is ideal for mid-sized to large enterprises, especially those handling sensitive PII, PHI, or legal data, seeking a secure, compliant backup and recovery solution for Google Workspace with advanced eDiscovery.

Keepit

Keepit is a cloud-based data security provider offering specialized backup and recovery for SaaS applications, including Google Workspace, Microsoft 365, Salesforce, and Zendesk. Trusted globally across industries, it delivers secure, accessible data protection for organizations of all sizes.

Why We Picked Keepit: We are impressed by Keepit’s comprehensive backup capabilities and flexible pricing, providing enterprise-grade features like granular recovery and unlimited retention, suitable for both SMBs and large enterprises.

Keepit Best Features: Key features include automatic backups for Gmail, Calendar, Drive, Shared Drive, Sites, Tasks, Forms, Docs, Sheets, and Slides. It offers point-in-time and full system recovery with granular search for specific files. Retention is fully customizable, with no limits on enterprise plans. Cloud-to-cloud backups ensure data access during SaaS outages. Security includes TLS encryption in transit and AES encryption at rest. The platform is cloud-deployed with no on-premises installation and provides 24/7 global support.

What’s Great:

Automatic backups for all Google Workspace data, including Forms and Sites
Granular and full system recovery with advanced search
Customizable retention, unlimited for enterprise plans
TLS and AES encryption with cloud-to-cloud accessibility
24/7 global support with no on-premises setup

Pricing: Keepit offers three plans: Business Essentials at $2.95/seat/month (1-year retention), Enterprise Unlimited at $4.95/seat/month (unlimited retention, advanced features), and Governance Plus at $7.95/seat/month (compliance enhancements). Contact Keepit for further details.

Who it’s for: Keepit is ideal for SMBs and large enterprises seeking a secure, scalable backup and recovery solution for Google Workspace, particularly those needing granular recovery, compliance features, and flexible retention options.

Spanning Backup For Google Workspace

Spanning Backup for Google Workspace, offered by Kaseya, is a leading backup and recovery solution protecting data in Google Workspace, Microsoft 365, and Salesforce. Trusted by over 10,000 organizations globally, it safeguards SaaS data against human error, programmatic issues, malicious insiders, and ransomware, serving both direct customers and MSPs.

Why We Picked Spanning Backup for Google Workspace: We are impressed by Spanning’s flexible retention policies and robust security, enabling tailored data protection that meets stringent compliance needs for organizations handling sensitive information.

Spanning Backup for Google Workspace Best Features: Key features include automated and on-demand backups for Gmail, Drive, Shared Drive, Calendar, and Contacts with unlimited retention. Admins can set customizable retention policies by data type. Restoration options include end-user self-service, granular folder/file/email recovery, label-based, cross-user, and search-based restores. The intuitive admin console offers backup status, history, error insights, super-admin/help desk roles, and an immutable audit log. Security includes SOC 2/GDPR/HIPAA compliance, AES 256-bit encryption at rest, TLS encryption in transit, compartmentalized access, and intrusion detection.

What’s Great:

Flexible retention policies customizable by data type
Comprehensive backup for Gmail, Drive, Calendar, and Contacts
Granular, user-friendly restoration options including self-service
SOC 2, GDPR, and HIPAA-compliant with robust encryption
Intuitive admin console with detailed insights and audit logging

Pricing: Pricing is available from Spanning upon request, based on per-user monthly or annual plans with customizable retention terms.

Who it’s for: Spanning Backup for Google Workspace is ideal for small to mid-sized businesses and MSPs seeking a secure, compliant backup and recovery solution, especially those handling sensitive data with strict retention requirements.

SysCloud

SpinBackup Google Workspace Backup, part of the SpinOne unified data protection platform, provides robust backup and recovery for Google Workspace, Microsoft 365, and Salesforce. Trusted globally, it secures SaaS data with automated backups, ransomware monitoring, and compliance-ready features, available standalone or within SpinOne’s broader security suite.

Why We Picked SpinBackup Google Workspace Backup: We like SpinBackup’s intuitive interface and strong automation, offering reliable, hands-off backup and recovery for Google Workspace, ideal for SMBs seeking simplicity and security.

SpinBackup Google Workspace Backup Best Features: Key features include automated, incremental backups for Gmail, Drive, Shared Drive, Contacts, Calendar, and Photos, stored in secure AWS, GCP, or Azure data centers. It supports version control for the 100 latest data versions, direct downloads to local devices, and weekly/monthly activity reports. Security includes AES 256-bit encryption at rest and in transit, two-factor authentication, OAuth 2.0, GDPR readiness, and SOC compliance. SpinOne adds ransomware protection, access management, and data loss prevention.

What’s Great:

Automated backups with version control for 100 versions
Secure storage in AWS, GCP, or Azure with AES 256-bit encryption
Intuitive interface with user-friendly search and reporting
GDPR-ready and SOC-compliant with two-factor authentication
Direct backup downloads to local devices

Pricing: SpinBackup starts at $3/license/month (daily backups, 30GB storage), SpinSecurity at $5/license/month (adds ransomware protection), and SpinOne at $9/license/month (adds risk assessment, access management, 50GB storage). All plans require a $1,080 minimum contract.

Who it’s for: SpinBackup Google Workspace Backup is ideal for SMBs seeking a user-friendly, automated backup and recovery solution for Google Workspace, particularly those valuing strong security and compliance features.

10.

SpinBackup Google Workspace Backup

SpinBackup is a provider of data protection solutions for the most widely used SaaS apps, including Google Workspace, Microsoft 365, and Salesforce. Their backup and recovery for Google Workspace is available standalone, or as part of their wider SpinOne platform. SpinOne is a unified data protection platform that offers ransomware monitoring, risk assessments, access management, data loss prevention, and backup and recovery, all via a single interface.

SpinBackup Google Workspace Backup Features:

Automated, incremental backup of Gmail, Drive, Shared Drive, Contacts, Calendar, and Photos data to secure AWS, GCP, and Azure datacenters
Downloading of backups directly to local devices
Version control for all backups, enabling access to the 100 latest version of all data
Weekly and monthly activity reports of all SpinBackup activity
Two-factor user authentication and OAuth 2.0 authentication between SpinOne and Google services
AES 256-bit encryption for data at rest and in transit
GDPR ready and SOC compliant

SpinBackup Google Workspace Backup Pricing: SpinBackup Google Workspace Backup is available via three plans. SpinBackup is available from $3/license/month, and offers daily automated backups with disaster recovery and 30GB of storage. SpinSecurity is available from $5/license/month and adds on ransomware protection. The unified SpinOne platform is available from $9/license/month and adds on application risk assessment, access management, and data loss prevention, as well as 50GB of storage. All plans require a minimum contract size of $1,080.

Expert Insights’ Comments: SpinBackup Google Workspace Backup offers strong automation and reporting tools that enable admins to effectively “set and forget” the solution. The platform is very navigable, with an intuitive management interface and user-friendly search functionality. Overall, we recommend SpinBackup Google Workspace Backup as a strong solution for SMBs looking to secure their Google Workspace data.

Other Backup And Recovery Services

AvePoint Cloud Backup for Google Workspace

Offers automated daily backups with unlimited storage and a user-friendly interface.

MSP360 Backup

Provides a flexible, cloud-agnostic backup solution with centralized management, suitable for MSPs.

IDrive Google Workspace Backup

Offers automated daily backups, AES 256-bit encryption, and supports Gmail, Drive, Calendar, Contacts, and Shared Drives.

CloudM Backup

Provides flexible backup intervals and the ability to store data in your own AWS or GCP storage buckets.

The Top 10 Backup And Recovery Solutions For Google Workspace

How to Choose the Right Backup and Recovery Solution?

Selecting the right backup and recovery solution for Google Workspace involves aligning the tool with your organization’s data protection needs, Google Workspace usage, and compliance requirements. Consider these key steps to make an informed choice:

Assess Your Data Environment: Evaluate the volume and types of Google Workspace data (e.g., Gmail, Google Drive, Calendar, Sites) and identify critical assets requiring backup to ensure business continuity.
Define Recovery and Compliance Needs: Determine recovery time objectives (RTO), data retention policies, and regulatory standards (e.g., GDPR, HIPAA) to guarantee rapid restores and compliance adherence.
Prioritize Scalability: Choose a solution that supports your current Google Workspace user base and can scale to accommodate new users, increased data, or additional services like Google Meet.

Focus on critical features to ensure robust data protection and efficient recovery:

Comprehensive Backup Coverage: Look for tools that back up all Google Workspace services, including Gmail emails, Drive files, Calendar events, and Shared Drives, with granular restore options for individual items.
Automated Backup Scheduling: Prioritize solutions with frequent, automated backups (e.g., daily or real-time) to minimize data loss and reduce administrative overhead.
Fast and Flexible Recovery: Ensure features like point-in-time restores, cross-user recovery, and intuitive search capabilities to quickly retrieve emails, files, or calendar data without disruption.
Security and Compliance Tools: Verify end-to-end encryption, SOC 2 compliance, and audit trails to protect backed-up data and meet regulatory requirements like GDPR or CCPA.

Balance functionality with usability to maximize adoption and efficiency:

User-Friendly Interface: Avoid complex platforms that burden IT teams, opting for intuitive dashboards and self-service restore options to simplify management and recovery tasks.
Vendor Support Quality: Select providers with responsive support, detailed documentation, and resources like setup guides or training to assist with deployment and troubleshooting.
Testing and Trials: Use demos, free trials (e.g., offered by Spanning or AvePoint), or independent user reviews to validate backup reliability and fit before committing.

Summary and Key Takeaways

Our guide to the leading backup and recovery solutions for Google Workspace provides a comprehensive overview of platforms designed to protect and restore critical data across Gmail, Google Drive, and other services. The article evaluates tools based on features like comprehensive backup coverage, automated scheduling, fast recovery options, and robust security, catering to organizations of all sizes. It emphasizes balancing data protection, scalability, and usability to ensure business continuity, meet compliance needs, and safeguard against data loss in Google’s cloud-based ecosystem.

Key Takeaways:

Holistic Data Protection: Top solutions back up all Google Workspace services with granular restore capabilities to prevent data loss from deletions or ransomware.
Automated and Scalable Backups: Choose platforms with frequent, automated backups and scalability to support growing Google Workspace environments.
Secure and User-Friendly: Prioritize tools with encryption, compliance features, and intuitive interfaces to streamline recovery and ensure regulatory adherence.

What Do You Think?

We’ve explored the leading backup and recovery solutions for Google Workspace, highlighting how these tools safeguard your data and ensure rapid recovery across Gmail, Drive, and more. Now, we’d love to hear your perspective—what’s your experience with Google Workspace backup platforms? Are features like automated backups, granular restores, or compliance tools critical for your organization’s data protection strategy?

Selecting the right backup and recovery solution can transform how you ensure data resilience, but challenges like setup complexity or restore speed can arise. Have you found a standout platform that’s simplified your data protection, or encountered hurdles with scalability or usability? Share your insights to help other organizations navigate the Google Workspace backup landscape and choose the best tool for their needs.

Let us know which solution you recommend to help us improve our list!

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Written By

Caitlin Harris Deputy Head Of Content

Caitlin Harris is the Deputy Head of Content at Expert Insights. As an experienced content writer and editor, Caitlin helps cybersecurity leaders to cut through the noise in the cybersecurity space with expert analysis and insightful recommendations. Prior to Expert Insights, Caitlin worked at QA Ltd, where she produced award-winning technical training materials, and she has also produced journalistic content over the course of her career. Caitlin has 8 years of experience in the cybersecurity and technology space, helping technical teams, CISOs, and security professionals find clarity on complex, mission critical topics like security awareness training, backup and recovery, and endpoint protection. Caitlin also hosts the Expert Insights Podcast and co-writes the weekly newsletter, Decrypted.

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Craig MacAlpine CEO and Founder

Craig MacAlpine is CEO and Founder of Expert Insights. Before founding Expert Insights in August 2018, Craig spent 10 years as CEO and founder of EPA Cloud, an email security provider that rebranded as VIPRE Email Security following its acquisition by Ziff Davies, formerly J2Global (NASQAQ: ZD) in 2013. Craig is a passionate security innovator with over 20 years of experience helping organizations to stay secure with cutting-edge information security and cybersecurity solutions. Using his extensive experience in the email security industry, he founded Expert Insights with the singular goal of helping IT professionals and CISOs to cut through the noise and find the right cybersecurity solutions they need to protect their organizations.

The Top 10 Backup And Recovery Solutions For Google Workspace

Discover the top backup and recovery solution for Google Workspace. Explore features such as automated and on-demand backups, search and eDiscovery, flexible restoration, retention periods, data security, and reporting.