On-Prem vs. Cloud Data Management in Office 365

Data Management and Office 365

Backup is just one piece of the data management puzzle. Customers using Office 365 as their productivity solution should develop a robust strategy that incorporates several key functions.

Certified Microsoft Partners can help develop, implement and manage these strategies, which should include the four pillars included in this chapter.

Secure Data Storage

According to recent research, less than 10% of the world’s data is currently stored in the cloud. Many companies assume that using on-premise server storage solutions are the safest option, but with the real-time security features and assurances of cloud storage, on-premise is becoming less popular.

Companies that manage cloud storage have cybersecurity top of mind at all times, and therefore tend to have robust systems that are fortified against data leakage.

In addition, as the amount of data produced increases, the physical space needed for storage servers in-house is becoming unrealistic. This is another key perk of storing information in the cloud. Companies that use a managed cloud service find they actually save money since less space is needed to manage data in the cloud.

Next generation Cybersecurity

Even if Office 365 data is stored in the cloud, it is necessary to build up the defenses of in-house networks to protect important information. Securely storing data is important, but whenever it is accessed, there can be a vulnerability at the endpoint (computer, phone, app, website, etc.).

Today, the strongest firewall alone can’t defend against the barrage of cybercrime. Not all companies have invested in a strong, multi-layered security solution for their network. Also, any business needs additional security measures, like real-time network monitoring, spam monitoring and updated threat definitions.

The more layers in a company’s security infrastructure, the more barriers there are between sensitive data and cyber thieves.

Backup and Restore

Errors, corruption and theft happen…that’s why it’s imperative to keep a protected copy of data stored elsewhere.

Even cloud storage companies must prioritize backups. Data storage in the cloud generally comes with redundancy assurances. This way, if data is lost in one location, it can be recovered and restored from another.

End User Education and Training

User error is by far the most common way to lose data. Whether it be via shadow IT or accidental deletion, end users are another important part of any data management strategy. Rather than viewing users as a risk, empower them to be a part of the security solution.

The best way to benefit from the power of end users is to bring them into the data management process. Educate them about the company’s content strategy and how they can help protect their hard work and their colleagues’. Include a primer on cybersecurity measures and step-bystep guidance on how to handle potential breaches or data loss scenarios. Also let end users feel empowered to take the right action if things go sideways.

If you’re curious about learning more about data security and data management in Microsoft Office 365, be sure to check out our Ebook.