Migrating to Google Workspace: Part 3 – Backups

Client: Kevin Harris Architect (KHA) – “Architectural Firm”
Industry: Architect for custom homes, residential renovations, and design consultant
Location: Baton Rouge, Louisiana, USA
Project: Data Backup of Google Workspace
Migration timeframe: July 2024

1. Executive Summary

This case study outlines the process we used when backing up the data and communications data from the linked case studies. Because Google Workspace hosts the data, it’s important to note that their terms state that data is only kept for a short time. Although we’re discussing Google Workspace, Microsoft 365 also has a short retention period. This reason alone warrants solutions to back up the data stored in Google Workspace (or Microsoft 365 if that is what is used).

2. Challenges:

Location: All the data is cloud-based. A system was needed that could back that data up.
Multiple Backup Options: Following the 3-2-1 backup rule gets more complicated when everything is in “the cloud”.
Ease of use: A backup needs to be easy to set up and easy to restore from.
Automation: Relying on a team member to back up a file, email, or some other piece of data is an unreasonable expectation. We needed a fully automated backup solution with zero user effort.

3. Solutions:

Planning and Assessment: Multiple services can be used to back up cloud data. We chose to go with Dropsuite because of a reasonable cost and reliability. This is why we include it in our Business Support Plan.
Setup: Dropsuite setup is quick and easy to set up. In less than 10 minutes of setup, their entire domain began backing up all email, contacts, calendars, files in Drive, and more.
Backup Frequency: Once Dropsuite is set up, Google Workspace Email is backed up 12 times daily. Google Drive and Shared Drive are backed up 3 times per day automatically.

Support: The service or tool needs a support staff that can handle questions/issues quickly and efficiently. Dropsuite was the answer to this question.
On-site Backup: The 3-2-1 backup states 3 copies of data, on 2 different media, 1 offsite. We accomplished this using Dropsuite and an on-site backup by recycling the existing server and utilizing Active Backup for Google Workspace.

4. Results

Multiple Backup Sources: Data is copied in 3 locations. One in Google Workspace, one in Dropsuite, and a copy on the Synology NAS in the office.
Enhanced Data Restore Options: With multiple backup solutions, recovery options are in place to speedily get the team back in business.
Extends Providers Retention: Google deletes end-users’ Drive files in the Trash folder after keeping them for 30 days. Google Workspace allows admins to restore items deleted from a user’s trash for up to 25 days. Emails are also kept in the Trash and Spam folders for 30 days. With Dropsuite and Active Backup, it can be retained indefinitely.

5. Conclusion:

Backup cloud-based data. What happens if a malicious actor removes, locks, or ransoms your important company data? Having a backup in place before the incident is critical to keep a business running. Human error is the leading cause of 95% of cybersecurity breaches, and 94% of malware is delivered via email.* From simple opening of the wrong email to accidental deletions to disgruntled employees, it’s easy to lose your critical email data.
* Verizon Data Breach Investigations Report (DBIR) 2019

Even if you use Microsoft 365, you should note from Microsoft’s Service Agreement (Sec.6b): “In the event of an outage, you may not be able to retrieve Your Content or Data that you’ve stored. We recommend you regularly back up the content and data you store on the services or use third-party apps and services.”

This means you should also back up your cloud-based data.

6. Lessons Learned

This balance of backup solutions feels like the Goldilocks zone of backup. There are not too many, not too few, and just the right backup options.

7. Next Steps:

Randomly (or on a schedule) testing restores to make sure when an issue arises for a restore, you know it’ll work when the time comes.

Featured Image Photo by Angelica Teran on Unsplash