Google Workspace is one of the most popular office productivity suites in the world, holding almost half of the entire global market share. However, while the Google app suite enables productivity and collaboration, it doesn’t ensure the long-term security of your data as it doesn’t include native backups. Although the data you store in Google Workspace is hosted by Google, it’s your responsibility to maintain, manage, and secure it in the case of a security incident or accidental deletion. So, it’s important that businesses using the Google app suite invest in a third-party backup and recovery solution for Google Workspace.
Google’s native data restoration offers minimal protection against accidental deletion, overwrites, and ransomware. Once data within Google Workspace is deleted, admins have 25 days to recover it before it’s permanently purged from Google’s systems. If a user’s account is deleted, you can restore their Drive files within 20 days of the account deletion. Additionally, you cannot restore individual files or folders, Fusion Tables, data for users that have met their Drive storage limit, or data in a user’s Trash.
Some organizations may try to use Google Vault as a backup tool, but Vault is primarily an eDiscovery tool for compliance. It does enable business to archive their Google Workspace data with retention rules and audit reports, but Vault exports are limited to a small number of accounts and only for one Google service at a time. So, attempting to use Vault for backup and recovery will prove time-consuming and resource intensive. It may even result in long period of downtime should you be hit by a ransomware attack and need to restore multiple systems.
Data loss incidents happen every day. The most important thing is that your business can recover from them quickly. A third-party backup and recovery tool for Google Workspace can help you achieve that as it will ensure that you always have a secure copy of your data stored in a secondary location, which you can access easily to recover lost or damaged data.
In this article, we’ll explore the top backup and recovery solutions for Google Workspace. We’ll give you some background information on the provider and the key features of each solution, as well as the type of customer that they are most suited for.
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.