The differences between M365 backup and retention

The migration of data and IT solutions to the cloud, along with the adoption of M365 Copilot, is revolutionising how organisations manage their data and approach processes to meet data discovery, production, and retention regulations.

Traditionally, organisations had a hands-on approach to overseeing all aspects of infrastructure and processes dedicated to safeguarding data and content against threats to integrity and availability. This involved close integration of live system storage management, archival storage, backup purging, data discovery, production, data retention, and defensible destruction.

Over time, driven more by technology needs than business requirements, IT assumed responsibility for these functions, resulting in blurred concepts and varied usage among different speakers with different responsibilities.

Many customers previously relied on redundant archival backups, stored on or off-site, to meet regulatory compliance for data retention. Despite cost considerations, challenges arose in terms of access for discovery, document production, and content disposal at the item level.

The transition to the cloud and AI workflows necessitates a re-evaluation of processes, roles, and responsibilities for maintaining backups and ensuring compliant data retention.

Microsoft 365 data retention

Regarding Microsoft 365 data retention, it is emphasised that backup should not have been the primary retention method; its main role was the "copy of last resort" rather than the "officially retained record." Constraints led to integrating content search and retrieval into the backup or archival system, causing complexities in processes.

With the shift to the cloud and affordable storage options, considerations like storage cost and off-site retrieval no longer need to constrain processes aimed at preserving content integrity, availability, and proper retention.

Source: https://www.avepoint.com/blog/backup/microsoft-365-backup-retention 

Microsoft's and the end user's responsibilities

In the context of Microsoft 365 responsibilities, it is stated that there is no need to move content from its original location if retained for regulatory reasons.

This allows organisations to relieve IT personnel of administrative tasks related to hardware management, empowering records managers, legal teams, and privacy officers to focus on their respective areas of expertise. 

In our next article, we'll explore more about the differences between backup and retention, and why the answer to the question often depends on who's asking within the business.