3: Navigating Data Backup Strategies

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Mark Vincent: Well, hey, we’re back.

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Mark Vincent: How are you this morning

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Mark Vincent: afternoon, wherever you want to call it, I guess. Depends on the times on your end.

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Mark Vincent: Hey, Shawn, what’s happening?

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Sean Washington: Oh, not much. Just another powering the smb, conversation. So today’s topic is about data backups.

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Mark Vincent: Yeah? And and most specifically, office 3, 65 backups, right? Which

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Mark Vincent: we’ll jump into. But a lot of folks think they’re covered. And, to be perfectly frank, right in the beginning, you’re not. You’re not at all you think you got a backup at Microsoft. You are wrong, sir, or ma’am.

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Sean Washington: and

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Sean Washington: You know a lot of folks that I see that are, you know, have younger businesses not fully mature. They don’t have an It team yet, but they might have

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Sean Washington: 30, 50, 60 employees at this point. Right? Their general impression is, Hey, look, I don’t have servers.

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Sean Washington: Everyone here has a computer. But everything we’re using is software as a service. Right? You know, it’s my Crm is on one thing.

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Sean Washington: I have these tools over here. Everything’s office 365 or Google. I don’t really need it. Everything is fine, right?

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Sean Washington: But we all know that they’re not really taking into consideration any sort of identity management or permissions or policy or data backups or really protecting their business. And some of these places are.

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Sean Washington: you know, 50 to a hundred 1 million dollar a year businesses. And they’re not really seeing the forest through the trees, and understanding. Well.

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Sean Washington: this is what pays my bills every day. This is what powers my business. My data is important to this, and if anything were to go sideways

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Sean Washington: is my butt covered right? And it’s just it’s it’s funny, because it’s such a uniform reaction. Everything that I just described is exactly what I hear over and over and over and over and over again, right? Like, yeah, I guess you could manually set up

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Sean Washington: and and schedule patching and updates to happen on the desktops. And that’s probably all they’re really thinking about. Right? So we just want to make sure that people are basically have this insurance policy

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Sean Washington: that they are covering their own butts. If something were to go sideways, that they have a plan to go and fix it

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Mark Vincent: absolutely, and especially with I think what you’ve just described. I would I’d have to agree 100% with you.

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Mark Vincent: Most of the customers that we’re seeing, especially in the Smb space. our startups, or smaller companies that are embracing sas at a level that

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Mark Vincent: they haven’t in the past right? They’re they’re doing most of their workload in the cloud through a software as a service solution, as subscription, as it were.

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Mark Vincent: And the assumption, I think a lot of times with these folks is that, hey?

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Mark Vincent: I’m I’m doing myself smartest thing possible. I’m not keeping any of my data local. I’m pushing it up in the cloud. What could go wrong? And you know I mean II understand to a certain degree there

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Mark Vincent: thinking behind that.

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Mark Vincent: But I what I think that. And and you know, hopefully, someone from Microsoft doesn’t listen to this. Podcast but I’ll be honest. I think that Microsoft does a pretty crappy job of explaining to people that, hey, yeah, we’re gonna host your data. But

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Mark Vincent: we’re also not responsible for your data. And and I feel like that. That is something that a lot of people. Frankly, they just don’t understand that that’s the reality of the situation. Right? You’re paying for a service. You’re putting your data up there.

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Mark Vincent: They’re holding onto the data. They’re keeping it available to you. But what they’re not doing is they’re not backing it up. They’re not backing it up in the way you would expect them to. There’s a whole data governance piece here that Microsoft clearly does explain, but I don’t think that explanation frankly follows over people’s head. It goes right over their head. They don’t. They don’t realize that.

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Mark Vincent: hey? You know Microsoft is is told me they’re not holding on to my data. And really, the way you really need to think about this is if you are going to store most of your data up there, especially emails, sharepoint data, onedrive data team stuff

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Mark Vincent: right? The whole Microsoft suite, which is awesome. We’re users of it ourselves. Love it.

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Mark Vincent: But you know if if something were to happen to that data in Microsoft’s tenant.

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Mark Vincent: there’s no going back. There’s no backup. There’s no.

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Mark Vincent: you know, recovery plan. And if you’re a business that

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Mark Vincent: has to deal with compliance in any. you know measure which is most people nowadays. It seems like you can’t get around it.

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Mark Vincent: You’re gonna need to be able to provide.

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Mark Vincent: you know, receipts, so to speak, when people come knocking right? I did this on this date, and here is my proof that I did it.

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Mark Vincent: If you don’t have that data when the the auditor man comes caught knocking, that’s gonna be a real problem.

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Mark Vincent: and having a way to be able to look at that data also as as another part of that.

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Mark Vincent: So I think the topic’s a great topic for this week.

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Sean Washington: It’s a funny thing, because

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Sean Washington: I live in a world personally where I’m surrounded by lawyers. I have a lawyer in my family, and just for you know, if anyone doesn’t know this, if you work on a case and legal, you have to hold the physical assets for life.

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Sean Washington: or at least a very long time, so my entire garage is stacked up with these legal documents and these legal books, etc., etc.

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Sean Washington: But I meet with a lot of lawyers.

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Sean Washington: They might be doing that. But they’re not doing anything to protect their digital data.

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Sean Washington: And it’s it’s I don’t wanna pick on lawyers. But I feel like the last person. Maybe doctors do the last people never to pay attention to these types of scenarios.

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Sean Washington:  But yeah, you know, the other part, too, is Microsoft. 3, 65 is becoming a massive ecosystem. and we’ve selected this specific blog here. This it’s here is one more reason you need to back up Microsoft.

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Sean Washington: So I think there’s an ecosystem that they have in there that has 50 different Api connections for 50 different services that all follow when they that umbrella. This is already 6 months old.

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Sean Washington: So who knows how much it’s evolved ever since then? Right?

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Sean Washington: And you were just talking about? You know the cloud. I’ve had this saying that I’ve used forever, and it always historically pertain to infrastructure. And that is the cloud is a destination is not a destination. It’s a tool.

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Mark Vincent: right? I have infrastructure. I have data. I have applications.

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Sean Washington: I need a place to park it. I need a tool to help facilitate that. For me

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Sean Washington: it doesn’t mean that any of the traditional controls or processes or best practices that you normally would have done, not in the cloud would be any different.

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Mark Vincent: Correct? Yeah, absolutely. But that’s the misconception that most people have is they assume

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Mark Vincent: by going to that route that they’re gonna be covered right in. You know, I don’t wanna snake seem like we’re picking on them in particular, but they are the the big target. If you really think about it right? Sharepoint mail onedrive

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Mark Vincent: teams. All of that are such commonplace apps and most people’s lives nowadays. The you, I think a lot of folks when they buy those services, just assume that it needs to be. It’s gonna be backed up, which is not.

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Mark Vincent: There are services like, we’re we’re talking specifically today about Vem for office 3, 65,

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Mark Vincent: phenomenal product. Right? It goes out.

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Mark Vincent: touches your organization, takes all of that data and brings it down locally.

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Mark Vincent: so that you have a copy, an actual backup of all of your data that’s in the cloud. Local local local is a relative term. Right? Could be it. Wasabi could be a local prem could be a lot of different places. But the idea here is that you have a secondary backup that is not directly attached to Microsoft.

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Mark Vincent: which is huge.

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Mark Vincent: You need that in today’s environment. Right? If you need to recover data, you need a tool to be able to do that. And  this is something that people don’t necessarily think about. And they should.

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Sean Washington: So so today’s today’s blog is is from vim. It is a Vm. Publication themselves. It’s talking about their features clearly biased, but we love them. Vm. Has been part of our

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a very, very important cog in our stack

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Sean Washington: for a very, very long time. Right now we use it for server infrastructure. We use it for cloud infrastructure. We use it for applications. We use it for office 365.

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Sean Washington: So we, when we take over our clients

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Sean Washington: we are essentially for the most most cases. We were taking over the tenant for office, 3, 65, as well, too. So we provide full management for that.

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Sean Washington: and in all cases we are tacking on the backup for office 3, 65.

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Mark Vincent: It’s just a standard default thing that we’re doing.

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Sean Washington: We have invested heavily into them over the years. We have our own infrastructure, for we have a disaster recovery site in Reno,

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Sean Washington: Reno, Nevada.

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Sean Washington: and bunch of data sitting over there that is managed and sourced and backed up through vm. so there are vendor of choice today to read about this. So I am going to read through the blog.

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Sean Washington: and then we’ll provide commentary on it. So that was kind of the preface. It’s pre summarizing what we’re going to get into. This is specifically about the new integration that they have with Microsoft syntax.

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Sean Washington: So that’s going to be an interesting topic, too, because syntax falls into the AI conversation which falls into the copilot conversation and the generative it. I’m sorry. AI conversation that everybody wants to have these days.

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Sean Washington: Etc., etc. So this is in a way going to explore best practices in data protection around those types of systems which, of course, are

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Sean Washington: all incorporated into the Microsoft platform. Like I mentioned, it’s a beast started off as basically email on a couple of tools and evolve into 50 50 plus different services. Now.

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Mark Vincent: yeah. And it only grows every day. Yeah, I’m pretty sure it’s going to be Microsoft’s main thing going forward, I mean, I gotta

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Sean Washington: very, very strong. Hold on that segment of the market, as they always have.

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Sean Washington: So yeah.

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Sean Washington: so here we go. I’m going to dive right into it. It’s a very short blog, and I’m going to wrap your references. Some other blogs that they have to, so I will jump between a couple of them.

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Sean Washington: But here we go, veam folks beam marketing folks speaking. It’s amazing to see validation, innovation, and adoption of all the hard work at Vim Products team have put it over the years. It seems like just yesterday that we launched Beam backup for Microsoft products.

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Sean Washington: In November of 2,016, Veam went on, a new space protecting this critical data surface.

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Sean Washington: So there it is. It has been 8 years less than 8 years.

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Sean Washington: and the adoption is continuing to grow because we do see almost 100% of our clients using Microsoft 3, 65 before they talk to us. There’s no backups. There.

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Mark Vincent: Ran into a situation where customer that we brought on with office had a backup solution in place before they met us, which is kind of crazy and somewhat terrifying

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Mark Vincent: at the same time.

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Sean Washington: So Veme, I mean, they are the absolute, you know, one of the absolute leaders in this space.

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Sean Washington: Been 8 years. I guarantee you they had it there before. Most people.

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Mark Vincent: Yeah, I remember running the original product, the one we’ve been using this product literally since it was announced. We were probably a theme shop.

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Mark Vincent: let’s say, 5, 6 years before that. So probably somewhere around 2,000 10, maybe ish. we were, we became a being partner. Full time.

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Mark Vincent: But yeah, yeah, it’s it’s definitely. I remember when this product came out and and even myself included. I I’m not gonna lie in 26 team. When this product first came out, I said, why do we need that?

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Mark Vincent: Certainly Microsoft is backing this stuff up. And then, you know, read the fine print. And yeah, even, I was a little bit shell shocked like, Oh, yeah, okay, I guess I never thought of that. I guess

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Sean Washington: that’s not something they’re gonna do for us. This is a needed product. So there you go. But you know we’ve seen the light and fast forward 8 years. This information is not making its way down to the average consumer. Average business owner.

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Mark Vincent: They need an it director or somebody in house with experience to kind of show them the way.

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Sean Washington: So getting back into the body of this

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Sean Washington: over the years, we’ve added the product both in service protection for exchange, online sharepoint online, onedrive, etc., etc., as well as hit incredible scale. So clearly, they’re bringing on a lot of business.

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Sean Washington: There are many large organizations around the world backing up tens of thousands of users and vean cloud and service provider partners, backing up hundreds of thousands of users as well.

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Sean Washington: Aside from the reach of this product, it’s also amazing to realize that there are now 50 plus different recovery options within Vm. Backup for Microsoft. 3, 65.

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Mark Vincent: You gotta ask yourself, do. Do do you understand what they’re saying? There a little bit right when they say 50 different recovery options

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Mark Vincent: like literally, there’s things that you probably have never thought about that you would need in a recovery. Imagine this like you have

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Mark Vincent: a lawyer that calls and knocks on your door and says, Hey, ma’am? You’re involved in a lawsuit, and we have a discovery document that came in and says you need to give us every piece of email across your entire organization that has these key words from these individuals during this date range.

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Mark Vincent:  how do you think most Admins are gonna grab that data. Do you think it’s an easy task like that’s that’s one example I can give you. Cause I know, because we deal with this kind of thing all the time.

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Mark Vincent: But that’s a fairly complex thing with with being. That’s a recovery option. It’s literally something we can do. Looks. Okay. Here’s the parameters that we need to look at. We can cross, search these mailboxes, dump that into another pst, which then we can provide as part of that discovery.

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Mark Vincent: He didn’t have that tool.

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Mark Vincent: That would be rough, right? Yeah. And I think that’s the the whole covering your butt conversation. Right? We’ve seen it where folks can’t, even

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Sean Washington: even if someone accessed data, you know, maybe not necessarily backing it up, but even accessing it. We haven’t been able to show logs on who had access to what? Because people aren’t taking the very basics of identity management or architecting a system with checks and balances in it

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Sean Washington: theme and backup is a component of that. But I mean, there’s this whole large picture about why you still need it when you’re just a sas shop. Right?

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Mark Vincent: So yeah, it just keeps it’s I’m gonna beat that drum non-stop. So my apologies in advance.

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Mark Vincent: Yeah, I just think it’s fine when they say, 50 different recovery options. It just makes me think like there’s

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Mark Vincent: there’s so many things you haven’t even thought about until you ran into the situation where, you know, there’s this another scenario that is looming around the corner that you would never even grasp, especially when you’re talking about like sharepoint onedrive teams. There’s there’s data being kept in all these different ancillary Sas apps. That’s part of the office 3, 65 ecosystem that

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Mark Vincent: if an employee leaves, let’s say even right.

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Mark Vincent: you might need to recover some of that employee’s data and move it to another individual within the organization, and doing that through the Microsoft tool sets not that simple

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Mark Vincent: doing this ravine, if you have backup.

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Mark Vincent: tends to simplify that process a little bit easier. Right? They’ve got literally wizards and gooey’s. They can walk you through some of these weird scenarios that

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Mark Vincent: hopefully you don’t deal with every day. But when you, when the time comes it’s nice to know that it’s there.

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Sean Washington: And if you’re working with the Vm Csp partner like us, you can just basically ask them to do all that for you suddenly becomes our problem. I’m glad there’s 50 different recovery options for that exact reason as well.

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Sean Washington: Yeah. And you think about it. You know, if just just running that system, the the various different ways that you can share data

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Sean Washington: with folks, whether it’s through teams or through onedrive or through sharepoint.

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Sean Washington: How you grant that access, how long it lasts. All that kind of stuff, I mean, there’s so many different checks and balances that fall into this giant platform.

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Sean Washington: So there we go. Gonna keep reading. Now.  it’s also important to remember. Vem’s business model of having partnerships is central to so much of what we do.

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Sean Washington: You can see this across the business with our thousands of pro partner resell resellers around the world. Vem. Cloud Service providers, providers offering backup. Microsoft 3, 65, powered by vim

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Sean Washington: alliance programs with technology leaders in the space. And more. So basically, that’s what we do. So we’re a cloud. Csp, we license them. We provide. We then become a

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Sean Washington: backup as a service or disaster recovery as a service partner powered by V, that’s basically what they’re trying to say. There.

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Sean Washington:  back to the text. I’ve said for a long time that partnerships, as in beams DNA.

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Sean Washington: And this week at the Microsoft inspire where they wrote this from. We’re embarking on a significant next step with Microsoft. 3, 65, backup.

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Sean Washington: We’re happy to share that vem will be building on the Microsoft collaboration and leverage with the new Microsoft. 3, 65 backup Apis

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Sean Washington: with the backup for Microsoft. 3, 65. Now this is in context with the release of Microsoft syntax.

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Sean Washington: So that’s that’s where this article’s going. It’s kind of blindly leads you there, I guess. But that’s basically the next segment here.

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Sean Washington: So

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Sean Washington: they’re going to get into syntax. So clearly, this is another component of Microsoft 3, 65.

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Sean Washington: So we’re talking about backing up this specific segment. Most people are probably thinking teams on drive and sharepoint

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Sean Washington: that kind of thing. But Microsoft Syntax is a

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Sean Washington: basically a document management system.

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Sean Washington: It’s AI powered. It can integrate with co-pilot. So you can do

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Sean Washington: language, gestures. etc., etc.

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Sean Washington: Mark any comment on that.

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Mark Vincent: Yeah, I kind of wonder, you know, based on

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Mark Vincent: the age of this document. Unfortunately, it’s probably that this this is probably rolled up into co-pilot to a certain degree. So text still exist. But it’s more of a

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Mark Vincent: collection of tools that go around what will eventually be copilot. This will probably copilot will probably overtake this product in general.

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Mark Vincent: but it’s the idea of of having

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Mark Vincent: you know. Let’s say, 6 or 8 silos within your Microsoft universe that you’re constantly dealing with be a sharepoint onedrive office 3 65,

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Mark Vincent: and being able to then have workflows and documents, and being able to create new documents based off of

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Mark Vincent: templatized versions, of of documents that are in your document store, and then having. It’s a whole thing. It’s really, really cool.

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Mark Vincent: But I kind of think that probably some of this.

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Mark Vincent: So we’re in a weird time right now, right like is changing, how you use apps at a way that we’ve I mean, in a rate of speed, in a way of thinking that is, gonna be so

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Mark Vincent: different, even 3 months from now it’s gonna be different.  it! I don’t know where I’m going with this other than you know it. It’s great that they’re supporting the the ecosystem.

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Mark Vincent: But I’m sure that The underpinning is going to be there, but I don’t think people will know microsoft syntax from anything. It’s 6 months from now. That’s what I’m trying to say.

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Mark Vincent: If you’re just constantly asking Robot the only thing the only thing you’re gonna be hearing about when you hear the word AI. And Microsoft is copilot, there’s just no, there’s no other thing that’s gonna be there. It might be that copilot is talking to all these different ancillary services. They surprise

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Mark Vincent: supply the end user. But at the end of the day people are just gonna say, Oh, yeah, I tell Copilot to do this. And magically, it happens. That’s all they wanna think about 6 months old. So yeah, 6 months be 60 years at this rate, you know, especially with the rate we’re moving right now.

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Mark Vincent: But I mean, it’s it’s still interesting stuff. It’s it’s great technology. And it is really cool if you’ve ever seen it.

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Mark Vincent: Yeah, search up Microsoft syntax. If you haven’t looked at it. Anybody’s listening to this. It’s very cool. The things you can do but like I said, I think a lot of that functionality and feature set that they’re touting

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Mark Vincent: the end user isn’t gonna really be seeing it from that application as much as it’s just gonna be a feature of copilot it’s built in. I was just in puts Kana last week at the Nuriocon

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Mark Vincent: event. And

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Mark Vincent: you know a a lot of people, that’s all they could talk about is copilot, this copilot that everybody’s integrating copilot with every one of their apps.

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Mark Vincent: it! The value is absolutely

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Mark Vincent: there, I mean, I see it. I totally see it.

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Mark Vincent: It’s just scary to me how quickly we’re all revying on the man or the machine to to tell us what to do or how to do it. It’s it’s almost spooky.

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Mark Vincent: And I wanna speak to the oracle. Yeah, yeah, exactly. Yeah.

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Sean Washington: So here, here from this is how Dean describes what is Microsoft syntax. So syntax is a powerful cloud content management solution that brings AI automation and management to the everyday business workflows. There are several impressive aspects of syntax, such as

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Sean Washington: models for content, custom, and pre-built constantly. I’m sorry. Content. Assembly content, query, content processing, and more syntax helps customers make sense of the influx

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Sean Washington: of content coming into an organization. As as you can imagine, this growth of content coming into Microsoft 3, 65 requires secure and scalable available management.

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So before we got on this. You know, I was doing some research to make sure I wasn’t talking completely out of my butt. Understanding what this tool is, and

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Sean Washington: you know it. It’s new to me.

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Sean Washington: So like me personally, as a sales focused individual had not come across this. But,

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Sean Washington: yeah, there’s a nice video on Youtube with Microsoft, and they do a

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Sean Washington: II guess you do it like a you like a customer testimonial. And it was with tailor-made golf, who we know is a in our backyard here in Carlsbad, Southern California. And they did a little, you know, quick video on it. And essentially, this tool was being leveraged by their in-house legal, their legal team. So going right back to lawyers, the massive amounts of files, revisions, and different documents that they’re dealing with.

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Sean Washington: Their challenge was they needed to manage that data. And the lawyers were spending all their time. you know, changing a document, putting it somewhere, revising it, moving into another place, and it was highly unorganized.

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And this system allows them to

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Sean Washington: do that extremely. And you know, significantly, more efficiently.

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Sean Washington: you know, especially when it comes to searching specific things where you can query 8 different, you know, keywords, etc., etc., to come and find it.

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Mark Vincent: It all sounds like that.

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Sean Washington: Yeah, it also has, like a, you know, like an esign capability. And it tracks all the different workflows and all that kind of stuff into it. So

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Sean Washington: definitely, really cool. You know, it’s this thing. We always say, you know, we can automate it. So you guys can just focus on doing your work. And the lawyers can actually just be lawyers instead of, you know, managing data which is ridiculous.

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Sean Washington: So it solves that problem form. So it’s a cool testimonial that’s up on Youtube. If you just type in syntax and Microsoft, it’s gonna be one of the top things that pops up.

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Sean Washington: So going back to their text. Here Microsoft made a number of announcement at Microsoft Inspire. This was last summer, and one of them is that Microsoft 3, 65 backup.

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Sean Washington: A syntax offering for Microsoft with a new Api is part of the news of the event. Vim is excited to be building on our longstanding Microsoft collaboration with the new Apis that Vm will have access to

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Sean Washington: for Microsoft data. So there you go. One more reason

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Mark Vincent: if you didn’t have 10 already. Yeah, now, there’s another one.

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Sean Washington: Yeah.

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Sean Washington:  so yeah, it’s it’s it’s essentially what it is is

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Sean Washington: they’re trying to tell the world that we have a partnership with Microsoft. A lot of your data is going to be in Microsoft, whether it’s in their cloud infrastructure or office 3, 65, or both

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Sean Washington:  and the people. The other vendors that provide this ecosystem theme being this vendor

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Sean Washington: is working with them specifically to make sure the checks and balances and best practices are easily facilitated through this.

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Sean Washington: So there we go.

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Sean Washington: So now we’ve talked about all this crazy stuff. Now they start talking about. Why do I need to back up Microsoft 365.

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Mark Vincent: Yeah, this is was my my 2 s feel the very beginning of the the hour of this podcast right? Why? Because Microsoft is not covering your butt. That’s why they’re gonna deliver the data. They’re gonna house it. They’re going to let you manipulate it.

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Mark Vincent: But the one thing they are not going to do, and II think they honestly could do a little bit better. Job of explaining this to folks is they’re not backing it up.

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Mark Vincent: Your data is your data, right? It’s sitting there. But there is no

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Mark Vincent: backup by default in place that you can quickly grab and recover and look at stuff offline. It just doesn’t exist. Yeah. And II and I know that’s a difficult concept for a non technical person that’s never had to recover data to kind of grasp.

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Sean Washington: because whether it’s in the cloud or whether it’s on premise or whatever it might be.

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Sean Washington: not, the average business owner hopefully, has not had to deal with, you know, a critical emergency, or a lawsuit, or a rogue employee, or some kind of crazy thing like that. Right?

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Sean Washington: So now, the kind of, in my opinion, I think they kind of wrote this backwards. But

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Sean Washington: you know they’re gonna start going into. You know why this type of protection is important.

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Sean Washington: We’re going to read through what they’re saying, but then, also kind of comment on it as we go.

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Sean Washington: So here we go. Do I need to back up Microsoft? 3, 65.

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Mark Vincent: That’s the question everybody’s asking right. If you’re if you’ve been listening this long, and you haven’t figured out the answer this, but

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Sean Washington: go on. Yes, the first word is yes.

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Sean Washington: The fact that fact is, we at Vm. Have been advocating for several years that you do need to back up Microsoft data. The announcement for Microsoft Inspire

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Sean Washington: is a solid validation that, in fact.

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Sean Washington: of that, in fact.

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Sean Washington: we still advocate that there are 7 reasons for you.

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Sean Washington: That you need to protect Microsoft. We have built a significant part of our product strategy for Microsoft around that shared responsibility model

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Sean Washington: which we have

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Sean Washington: visually here. So basically, it’s, you know, it checks and balances thing where they say we’re responsible for holding your data and providing this application and this infrastructure. Blah! Blah! Blah! You’re responsible for doing best practices from an it perspective.

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Mark Vincent: Before I get there, I’m going to jump to because they do have a link to their I hope you’re going to go into the 7 reasons cause this one to see if I agree with all of these, or if they can add a couple more

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Sean Washington: alright. So how about this mark? I will only read the 7, and then maybe you comment on

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Sean Washington: a specific use case or opinion about these.

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Sean Washington: So here it is. The 7 reasons why we’re backing up Microsoft.

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Sean Washington: Accidental deletion.

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Mark Vincent: Yeah. Number one. Yeah. If I were playing family feud. That would definitely be number one. Buy a long shot, everybody does it, man? I mean, it’s such a common thing.

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Sean Washington: Yeah, so basic basic common sense. Here, accidental deletion, modification or overriding of data can be catastrophic with a backup solution. You can quickly recover lost data and maintain business continuity.

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Sean Washington: I mean. we’ve seen people that are in a mobile app. whether they’re in a file storage or an email.

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Sean Washington: and they fat finger and absolutely delete like half their inbox or a whole bunch of stuff, because I don’t know. Maybe your kid got a hold of it and they’re playing in the app and

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Mark Vincent: pull our help desk ticket queue over the last year and look for this exact scenario. I gotta think it’s a pretty decent number, right?

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Sean Washington: Didn’t think about it to pull it in time. But I mean, it would have been an interesting number. Because, yeah, it definitely happens all the time. It’s the number one. Most common thing for sure. Yeah, cool. So next one is retention, policy gaps and confusion.

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Sean Washington: So Microsoft’s retention policies can be complex to understand and implement correctly, leaving your data at risk of loss after the retention policy expires.

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Mark Vincent: So this is exactly what we were talking about earlier, Mark, maybe you want to comment. So inbox is misconfigured. They have this rule in place. It says, Hey, after 6 months I don’t care about the data. Well, that’s all great dandy. But like, do you think most people might need that data after a certain point of time? Yeah, I’ve gotta guess they will. And the user may not care

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Mark Vincent: user might not care or even think about it. Right? It’s not. It’s not unless you’re working in a a industry that’s fairly regulated. You wouldn’t know that you’re supposed to be keeping this data for so long. But generally the problem that I see with this one and this this is a fairly common one, too. Is that

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Mark Vincent: the person that sets up the accounts initially doesn’t understand

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Mark Vincent: that they are held to a standard. And then they have these retention policy thinking, Well, okay, if it’s not over a couple of months old, I don’t need it. And then they find out, you know

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Mark Vincent: later that they did need it, and they have no way of of getting that back.

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Sean Washington: How many, how many times have we met someone who hey, who set up your email for you. How’d you get several office? 365?

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Sean Washington: Well, yeah, I met this guy in the elevator that does this kind of thing, and he came and he did it for us cheap.

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Sean Washington: Yeah, you know, did that guy actually

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Sean Washington: take the time and or have the experience to ask the questions. To understand the business cases, the business needs to set and define policies around these things.

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Mark Vincent: or they did it themselves. I mean, I see that one honestly more common.

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Mark Vincent: You know, I’m a start up. I’m software developer team. I’ve got 5 guys. I’m trying to build the next new app right?

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Mark Vincent: And yeah, email. I need it. So I got it from my employees. And we’re we’re rolling, you know, who? Who set up your office? 3, 65 for you. Oh, yeah, go, Daddy, did it

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Mark Vincent: go, Daddy.

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Mark Vincent: they’re not gonna be sponsoring this podcast. That’s for sure. Yeah, I hear, ya, but yeah, that’s a good one retention policy absolutely. If you don’t have it set or you don’t understand, you could end up shooting yourself in the foot pretty easily.

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Sean Washington: Okay. So next one. Internal security threats, the risk of internal threats, like disgruntled employees. Deleting essential data is real and can be ignored. A backups solution provides a safeguard in these situations.

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Mark Vincent: Yeah, anecdotally. We’ve had clients that have reached out to us

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Sean Washington: after something bad has happened.

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Sean Washington: Where they’ve had no controls in place, had no backups, and just made the same casual assumption that everything’s okay. And I don’t need to worry about that.

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Sean Washington: So we have seen the aftermath

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Sean Washington: of what happens when a disgruntled employee comes in here and

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Sean Washington: seriously jacks up a business.

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Sean Washington: And and the unfortunate part about this is.

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Sean Washington: if they didn’t have any controls in place, and some one did something malicious. and they had some sort of

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Sean Washington: what’s the word? Like a legal

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Sean Washington: repercussion that they maybe wanted to do against these people. I mean, they’re out of luck

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Sean Washington: because they they don’t have a log. They don’t have any basic information to show

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Sean Washington: or any controls showing who did what? When?

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Sean Washington:  So yeah, I mean, it’s it’s a very large

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Mark Vincent: coverage of a such thing. But yes, it happens. People get upset at their employers happens all the time. Not that we aren’t the nicest people in the world to work for we are so luckily knockouts would. That’s never happened here, but I mean it does happen. I’ve seen it happen plenty of time especially, you know you think of like salespeople right?

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Mark Vincent: Sometimes.

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Mark Vincent: you know, people go through cycles. 2, 3 years. They’re working at a company, and then their book of business dries up. For whatever reason they try to take some of that data with them when they’re leaving. Then they try to burn their burn their, you know,

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Mark Vincent: trail, or, or, you know, keep their tracks hidden. So they’re deleting a bunch of data. That kind of crap happens a lot. I it’s it’s definitely having a a the ability to recover from that. If somebody goes postal within your organization. That’s probably a good idea.

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Sean Washington: Yeah.

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probably should never trust your employees quite honestly.

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Mark Vincent: Yeah, no, I mean, it’s sad, but kind of kind of probably true. If you’re a business owner. Yeah, for sure.

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Sean Washington: So yeah, having backups, having copies, having paper trails and then also basic, it controls in place

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Mark Vincent: are absolutely paramount for for this specific situation.

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Sean Washington: Alright. Now we move from internal to external security through threats, malware, ransomware. They could do significant damage to your organization’s data and reputation. Regular backups ensure an uninfected copy of your data is always available for recovery.

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Sean Washington: So one thing is cool about Vm is as the data is being ingested into the backup volumes. It does scan for malware and basically has its own security measures built into it.

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Sean Washington: We don’t ever really talk about those cool features in it. But the technology is so advanced that stuff is all kind of built in. Yeah.

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Mark Vincent: But yeah, clearly, this is the the threat that everyone talks about.

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Mark Vincent: We don’t have any shortage of ransomware stories that are out there. Oh, most common attack, vector too. I said. I was just at a conference last week.

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Mark Vincent: They were talking about the number one way that

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Mark Vincent: rats and wire specifically is getting into an organization. Guess what from email, it’s always from email.

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Mark Vincent: you know. There, there, a lot of times they’re excelling their way in by

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Mark Vincent: pretending to be someone else within your organization. Yeah, asking for some information which then allows them to gain access. And once they’re in, then that’s when the real trouble begins. But yeah, email easily. The number one attack vector for that sort of thing. So

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Mark Vincent: something to think about, for sure.

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Sean Washington: yeah. And of course, best practices from an It perspective are also paramount in understanding on how to, you know. Set this up.

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Sean Washington: We we could talk about on this topic, you know, if you’re looking to get cyber security insurance. I mean, there’s about 15 very specific check boxes that they’re looking for.

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Backups are one of them.

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Sean Washington: you know, very, very specific things they’re looking for in there. But clearly backups are on that list.

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Sean Washington: because if you do get ransomware and you lose your company, or you are getting extorted for a million dollars, or whatever it might be.

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Sean Washington: your insurance is, gonna make

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Sean Washington: do their due diligence to make sure that you were following best practices. Otherwise your policies pretty much void, and they will have their guys come in there, and they will ask for the logs, and then we’ll make sure that you can prove that you were doing things the right way.

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Sean Washington: Because if you’re not. you’re into the bargain of you know where we’re talking about the live delineation, what we’re responsible when you’re responsible for

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Mark Vincent: was definitely not followed through. Yeah, I had a conversation with a woman 3 days ago. That used to run in a large organization. Then a large relative with 250 employees that I mean this smb, but still pretty good size, you know. Company.

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Mark Vincent: yeah.

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Mark Vincent: Didn’t. Thought they had all their check boxes done everything working great.

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Mark Vincent: she, you know, ran into a crypt crypto kind of thing where they basically ran somewhere at her entire organization.

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Mark Vincent: She was not able to recover from that.

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Mark Vincent: And it was, you know, a 3 million dollar mistake, and unfortunately, she was, she had to pay that out of pocket personally, because

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Mark Vincent: she didn’t have enough controls in place to

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Mark Vincent: satisfy her cyber insurance to pay. So yeah, it does happen, and it’s

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Mark Vincent: you know the the backups have to be in place.

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Mark Vincent: regardless, you know, especially if you’re a compliant any kind of compliance situation which is most of us nowadays like you, you just need to have.

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Sean Washington: even if you’re not. you still need to be.

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Mark Vincent: We talked about. I mean if you’re

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Sean Washington: you have these very defined frameworks.

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Sean Washington: you know, and they’re for the most part they’re all basically the same. And you’re beholden to them. If you need to do business in a certain space right? But the end of the day it’s still defining best practices.

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Mark Vincent: Correct. If you’re running your business and your business generates millions of dollars.

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Sean Washington: You know, employees, people. They’re taking care of their families and all that kind of stuff like you got to understand what’s at risk.

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Sean Washington: and make sure that you have the best policies and procedures in place to do that.

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Sean Washington: Etc., etc. So yeah, external threats. Obviously a major concern for any business owner.

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Sean Washington: And that’s why we’re here trying to educate folks.

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Sean Washington: So the next

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Sean Washington: next bull bullet here is legal and compliance requirements. A robust backup solution can keep your company out of legal trouble by allowing you to retrieve data as required for legal and compliance purposes.

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Sean Washington: So we pretty much touched on this one already.

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Mark Vincent: you know. Legal hold or legal.

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Sean Washington: you know, reasons specific to your industry, or some sort of regulatory authority

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Sean Washington: dictates that you need to do this because you still need to cover your own. But and you were beholden to best practices through that.

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Sean Washington: So exactly what we’re just talking about.

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Sean Washington: you know, if you do have some sort of authority mandating that you do this, you probably should be. If you don’t, you probably should be too.

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Mark Vincent: Yeah, exactly.

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Sean Washington: Next one managing hybrid email deployments and migrations. So the right Microsoft, 3, 65 backup solution should be able to handle hybrid email deployments

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Sean Washington: making the source and location irrelevant.

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Sean Washington: So I think that’s more of just an additional value

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Sean Washington: when it comes towards the complexity of, you know, systems in their it. Delivery.

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Mark Vincent: Yeah, yeah. To me, that’s just another way of saying I don’t care where your date is that still got to back it up

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Mark Vincent: doesn’t matter whether it’s on Prem up in the cloud, whatever it’s, it’s still your data. You still need to back it up.

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Sean Washington: Tack me up

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Sean Washington: next one kind of in that category 2 teams data structure. The Microsoft teams back end is much more complex than many realize.

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Sean Washington: With this added layer of complexity, ensuring that data is adequately protected is paramount.

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Mark Vincent: Heck, yeah, big heck, yeah. You know, I wouldn’t have thought about this one even myself up until you know, post Covid right during Covid.

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Mark Vincent: You don’t realize how much data that you’re sharing within teams, you know. You think of teams to the conversation like we’re sitting here, having right now, right with the group. But think of like I get off staff meetings every day. And what do we do when we’re in a staff meeting? We’re what looking at Powerpoint document or working in excel spreadsheet, or something which is linked

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Mark Vincent: to that specific ongoing teams meeting

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Mark Vincent: right? So if I something were to happen to that team teams setup.

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Mark Vincent: Where’s all that data we’ve been sharing throughout, you know, the last 2 years or 3 years, or whatever on these calls right? We have documents specifically within our organization where we’re updating them in real time as we’re in a teams meeting. And that document is being kept within teams, not backing that up, something happens.

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Mark Vincent: And people I don’t think people think about that. I never really gave it much thought until we started really collaborating and teams in a bigger way.

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Mark Vincent: And then, you know. you’ve got to think about, where is that data being kept?

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Mark Vincent: Or how’s it? You know how it’s being backed up. And that stuff can be complicated. the organization the more it becomes an issue.

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Sean Washington: Yeah.

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Sean Washington: so they th, those are the 7 reasons. And then the cap it off with, you know, the frequency of data loss incidents, data, loss incidents are are far too common in a recent survey by Esg 53% of it professionals admitted their organizations had experienced data, loss or corruption in their Saas applications. It’s worth noting

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Sean Washington: that less than 25% of organizations are able to recover one 100% of their Microsoft 3, 65 data during a data loss incident, making the need for backups. All that more pertinent.

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Sean Washington: So there you go. the curiosity.

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Sean Washington: It’s happening. It’s a real real issue.

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Sean Washington:  and folks need to think about it.

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Mark Vincent: Yep.

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Mark Vincent: I feel like we’ve beaten a dead horse a little bit on this today. Talk about you need to back up. You need to back up. But I mean, I think you know, if you can take anything away from this

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Sean Washington: dude? Yeah, Microsoft, you need to back up if you have dead horse. But our narrative at the same time is also talking about basic best practices. So you know, we’re we’re if anything, we can provide.

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Sean Washington: no, it’s a word. But like, maybe like a perspective, right? We could talk about the real time things that we’ve seen

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Sean Washington: and why this is important. And I wanted to say, like Vm backups. It’s not very expensive.

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Mark Vincent: When you take a look at you know that the Ca, it’s not a cost prohibitive thing, and you know.

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Sean Washington: data storage in the cloud where you can stick these things is extremely competitive these days. So we have these various tools where we can put data and move to different places protected in various different ways. I mean, it’s

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Mark Vincent: it’s an art form in a science that’s become somewhat commoditized and very, very efficient. And it gets easier every year. I mean, there weren’t as many options when that product was in. Now that we’re in like these 7, I think we’re on 7 now. Yeah, I mean, you have got a million different repositories. You can stick that data me myself. I’m a huge proponent of wasabi. If you guys don’t use Wasabi, you should definitely look at it.

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Mark Vincent: It’s a object store. Make some mutable backups, real super easy to do, and it is

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Mark Vincent: ridiculously cheap to a lot of other vendors out there. It’s a flat rate. It’s like $7 a month for yeah. I mean, how you can’t go wrong. It can’t beat that.

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Mark Vincent:  yeah, I’m I’m

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Mark Vincent: not really talking about today. But heck! I’m gonna give them a plug, anyway. Stay, rock. It’s great stuff. Yup.

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Sean Washington: it’ll be interesting to see if Deem starts to have licensing or modules like this for other Saas applications. Because that’s something we’ve started seeing ourselves, too.

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Mark Vincent: Yeah, like, we have a problem with theme right now that they don’t back up G suite.

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Mark Vincent: So we went to another vendor, a company called Red Store, which is another great backup vendor. They’re good, real good. And when it comes to G suite frankly, I haven’t found anybody better. Those guys rock. It’s a great product.

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Mark Vincent: Do you have a G suite environment which some people do?

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Mark Vincent: It’s not, I’d say, as common, let’s say, as Microsoft, obviously. But there is a

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Mark Vincent: certain user base. It seems to prefer G suite over anything else. That’s the product that we use to do the exact same thing in office 3, 65, because again, Google is not

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Mark Vincent: pretending that they’re backing up their data. They basically say it’s a repository for your data. But it’s up to you to

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Mark Vincent: keep control of it. And and we use red same conversation just to.

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Sean Washington: And we’ve also seen. And it, you know, a red store is good partner we also partner with a company called Haiku.

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Sean Washington: and they’re both both of these groups are

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Sean Washington: exploring Apis with large sas

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Sean Washington:  platforms. So we’re seeing netsuite salesforce.com

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Sean Washington: cause I mean. Think about it, too, I mean.

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Mark Vincent: what are you running? That’s all your finances, all your clients like your entire backing up salesforce to an outside party out of your mind, too. Not only is that product, you know, a complicated and expensive to run, and you a lot of times have to.

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Mark Vincent: you know, have a development team to help you put it together. Quick plug to our modern apps. Practice it does that. But, like. you know, it’s it’s a complicated beast, and if you’re not backing it up, man, you’re you’re just not doing yourself a service, and any Saas app that way should be considered. If if you running something as a Sas app in your organization, the bottom line, if you could take anything out of today’s call. Just make sure you have a copy of it somewhere else.

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Mark Vincent: In the one thing I noticed, okay, that 1 7, right?

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Mark Vincent: The one that I think is missing out of all of those. And this is this is pretty

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Mark Vincent: ridiculous. But I’m gonna say it anyways.

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Mark Vincent: what what just happens if Microsoft just has a major

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Mark Vincent: meltdown right? I mean, I’m knocking on bloody. I hope it never happens.

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Mark Vincent:  but

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Mark Vincent: that being said like, what if? What if they had a a failure of of gigantic proportions. And your data is so L, with it.

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Mark Vincent: At least, if you have a copy off site, you have something to reference back. I mean.

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Mark Vincent: I can tell you how many times I’ve had teams not work in the last 2 weeks I’ve had other issues with Microsoft products. Luckily their outages are few and far between, but they do have them.

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Mark Vincent: But you know what happens if a 0 day exploit just takes them offline and rails them for 2 weeks.

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Sean Washington: Yeah? Or I mean, you could think about yeah, cyber. But even.

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Sean Washington: you know, think of the size

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Sean Washington: of their operation, and how it would impact every single organization

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Sean Washington: on Earth.

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Mark Vincent: And if you just want to get super morbid, and you start thinking about.

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Sean Washington: you know someone that wanted a like a terrorist type of attack. I mean, if someone really wanted to go after Microsoft, it’s such a big target.

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Mark Vincent: Yeah, the best people in the world working for them, trying to prevent that exact scenario. But I’m sure that that is something that they’re thinking about every single day. How could they not right

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Mark Vincent: bank that everyone put their money in the entire world right?

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Mark Vincent: I try not to go that far, but I do. I do. It does run through my mind like. Hey, you know, if if I couldn’t access my mail for a week. and I absolutely needed it for some reason there was something I had to have.

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Mark Vincent: I’m sure if if you know. that’s kind of the joke, too, is, you know, like, if if

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Mark Vincent: if the whole world was burning down, would anybody really care about any of this stuff? Probably not. But eventually they would. And eventually you’d have to figure out how how you’re gonna get it back. At least, this is is just another way of saying, Hey, I’m covered in the in case of

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Mark Vincent: some ridiculous kind of scenario happening.

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Mark Vincent: Yeah, probably never gonna have, we’re slightly dependent on technology as a society. Oh, yeah, yeah.

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Mark Vincent: it would be a weird world not to have all of this stuff online if everything went offline at the same time. I think half of the half of the world wouldn’t know what to do anymore.

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Sean Washington: Alright, yeah, we’re gonna figure out how to go out on a positive note now. Sorry I really should have, probably with that deep or dark, but you know we always want to sell with doom and gloom and

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Mark Vincent: bottom line is you want to make your life easier? Let’s just leave it at that, right? Like, I think these tools having something like this in place makes your life easier when unforeseen events happen, and they will happen. It’s not if they will, it’s when they will.

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Mark Vincent:  Having a backup. Strategy is the right move. It’s it’s a difference between losing a couple of nights sleep because you don’t know how to tell somebody you don’t have their data versus, yeah, yeah, dude, I got you covered. I’m gonna restore, restore this right now. And you’re set

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Mark Vincent: easy placey. And like, I said, it’s cost effective. It’s not gonna cost you a fortune. Just do it. Just understand that you need to do it. They’re not doing it for you

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Mark Vincent: if you need help doing it. Hey? I know a guy. I know a couple of guys. Yeah, so yeah, I can summary.

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Sean Washington: We know we need to do it. Can’t trust them back up your data. The same old story doesn’t matter where it’s stored

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Sean Washington: to them is an absolute leader in this space. They are. What they’ve done is they’ve enabled partners to grow businesses around their technologies to help

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Sean Washington: companies, you know, basically thrive.

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Sean Washington: So that’s that’s the whole model between the team. Csp model. So what that means is we license their software. We provide it as a solution. We provide the backup targets and we manage all that for you.

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Sean Washington: So that’s that’s a large component of what we do. And

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Mark Vincent: we highly highly recommend backing up Microsoft 365. Yeah, you focus on the core. Let us deal with the chore. I don’t know where we came up with that one, but I do like that one.

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Mark Vincent: Yeah, let us deal with the backups. We’ll take it from there.

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Mark Vincent: sweet, absolutely

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Sean Washington: all right. Well, I think that’s a perfect way to sign out.

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Mark Vincent: agreed I think. I think that was a good one. Look forward to talking to you guys again sometime soon. And

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Mark Vincent: we’ll we’ll see you around on powering. Smb, thanks everybody. Thanks for the attention.

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Mark Vincent: Bye, bye.