Secondary Backups: A Must for Microsoft 365 - INC Systems

Microsoft 365 has become the go-to productivity suite for businesses of all sizes—and for good reason. It offers seamless collaboration, cloud storage, and accessibility across devices. But while it delivers powerful tools for communication and document management, it’s not a comprehensive backup solution.

At INC SYSTEMS, we’ve seen firsthand how assuming Microsoft “has it all covered” can leave companies exposed to data loss, compliance issues, and costly downtime. The truth is, if you’re using Microsoft 365 without a secondary backup in place, you’re gambling with your business’s most valuable asset: its data.

Wait, Doesn’t Microsoft 365 Already Back Up My Data?

Not exactly. Microsoft offers basic data retention and recovery tools, but they’re designed for short-term protection, not long-term resilience. Deleted files in OneDrive or emails in Outlook, for example, are only retained for a limited window. Once that window closes—or if files are permanently deleted—they’re gone for good.

And if you’re hit with accidental deletions, ransomware, internal threats, or system errors, Microsoft’s built-in tools may not be able to restore your data fully or quickly.

Why You Need a Secondary Backup

Here’s why relying solely on Microsoft 365’s native features isn’t enough—and why a dedicated secondary backup is essential for any business:

Protection Against Accidental or Malicious Deletion

Human error happens. Whether it’s an employee deleting a critical file or a disgruntled user wiping out data before they leave, a secondary backup ensures that nothing is ever truly lost.

Long-Term Retention for Compliance

Industries with compliance requirements (HIPAA, FINRA, GDPR, etc.) often need to retain records for years—far beyond Microsoft 365’s default limits. A secondary backup provides that extended retention and an auditable trail.

Ransomware Recovery

If malware encrypts your data in Microsoft 365, your backups may be your only lifeline. A separate, secure backup allows you to restore files quickly—without paying a ransom or losing critical business time.

Full Coverage Across All M365 Services

Many third-party backup solutions cover not just Exchange, but also SharePoint, OneDrive, and Teams—ensuring complete coverage of your Microsoft 365 environment.

Faster, More Flexible Recovery

Need to recover a single email from six months ago? Or a full mailbox from a former employee? Secondary backup tools offer granular restore capabilities, so you’re not stuck recovering more than you need—or starting over from scratch.

Don’t Wait Until It’s Too Late

At INC SYSTEMS, we help businesses build layered, reliable cybersecurity strategies—including cloud backup solutions tailored for Microsoft 365. With our managed IT and backup services, you can ensure:

Automatic, daily backups of your Microsoft 365 data
Long-term retention for compliance and peace of mind
Rapid recovery when disaster strikes
Seamless integration with your current systems

Protect Your Cloud Data Today

Microsoft 365 is powerful—but not bulletproof. A secondary backup solution isn’t just a best practice—it’s a necessity in today’s data-driven world.

Let INC SYSTEMS help you implement a secure, scalable, and compliant backup plan that protects your business from the unexpected.

In business since 2004, INC SYSTEMS based out of Flint, Michigan is an MSP that understands how to leverage technology, implement solutions to meet the needs of our clients, and exceed their expectations. We do this by taking the time to understand the needs of a particular business or project and recommending specific solutions to reach the goals set forth.