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Urgent IT News

This page details all of the upcoming issues that may affect your business directly.

Data Backups for Office 365

Don't get caught out - many people are unaware of their obligation.


'With Office 365, it's your data. You own it. You control it...'  - Microsoft

Why do I require a backup?

1

Security 

Internal and external threats are an issue no matter the product you use. Whether it be a disgruntled employee deleting data or a malware issue, without full backups you are at risk of losing important data.

2

Accidents

Human error does unfortunately occur. It is something you can't help no matter how tightly processed your company may be. Your data is then lost.

3

Legal Compliance

If you are working with customer data, it is important that you keep it secure and backed up. Losing a mass amount of this information can disrupt your company and the trust your business holds. 

4

Retention

While Microsoft have a retention policy, this will not protect your company's data entirely. Have a look at our chart below which explain Microsoft's backup. 

5

Safety

When moving your data from one location to another, you never know what might occur. Having an extra copy to ensure you don't have to worry about the worst happening, is surely worth it. 

Microsoft Retention Of Data

Microsoft Backup Explanation
Office 365 requires all data to be responsibly archived. This ensures the email server runs at its optimal speed at all times. When over using disk space you may find your email won't send, or will take a long time to do so. You will also find running basic tasks near impossible. E.g. moving an email into a folder. This archiving is left to the user. Microsoft will do so much when you choose the delete and archive, however, the main task is up to you. This process can be arduous and difficult to understand if you don't have an IT specialist to help. 

2 Years: moved to archive

Inbox

Office 365 requires an archive of your email data after two years of sitting in your inbox. 

Permanently Deleted

Recycle Bin (usual data)

Have you ever accidently deleted an email or file that you shouldn't have? Well tough luck in Office 365, unless you have a backup to recover from. What's gone is gone.

1st stage: sits in recycle bin for one month
2nd stage: Still able to recover until it has been sat for three months
3rd stage: Permanently deleted

Recycle Bin SharePoint & OneDrive

Because of the importance of business files and shared company documents, Microsoft have allowed a three - stage process for the deletion of this data. 

Depends on set up (usually 1 month)

Auto - archiving 

Ensures all data is managed. This doesn't work for a lot of companies, as caseloads can take months to complete. However, for companies that have a low amount of data that doesn't require storing, having everything archived every month works perfectly.

Permanently deleted data

Employee Leaves

Each employee has a license assigned to them when created. All data that is held within their profile will be deleted when deleting the license. Why would you delete the license? To make way for new staff and to save money on those license costs. Profiles that are not being used are not practical to keep.

Lots of companies are wisely turning to third party companies to manage and backup their data. With doing this you can keep a clean and efficient 365 profile, with the added benefit of keeping all data you require. The idea is that you still archive and backup your data, but all of it is one location and you can recover it when you require. ABM partner with a company to complete this exact process. 

Windows 7 Reaches End Of Life January 2020

As you likely know, January 2020 is when Windows 7 becomes ‘end of life’, among other Microsoft products. This is an issue because not only will Microsoft stop supporting this software, but will discontinue any security updates. Having Windows 7 on any laptop or desktop could then become a safety and GDPR risk for your company. Moving away from Windows 7 is therefore something that requires attention.

Windows Key
Pause break key

How do you find out if you have Windows 7 software?

1

Hold down the button on your keyboard that has the windows key. It looks like this button above.

2

At the same time hold the pause / break button. Usually this is located near 'print screen' and the 'F1' buttons.

3

A popup will now appear and up the top it will say ‘windows edition’ and it will list the version you have.

What do I need to do with this information?

Your first step should be the check all laptops and desktops within your company. Even the laptops that are remotely used away from your offices. Make a log of any technology you find with the outdated operating system installed. If any of them have Windows 7, you will need to inform your IT company. They will be able to advise you on what they believe your next steps should be. Truthfully, all it should involve is an update to Windows 10. However, this may differ depending on your infrastructure. It is always good to check with an IT company, or get an expert to complete this task for your business. If you would like some advice, or you require help with checking your systems, please call us. Likewise, we can also help with the migration from Windows 7 to Windows 10.