Microsoft 365 backup
Nightly backups of SharePoint, OneDrive and email. Restore from available backups, with clear agreements on coverage and retention.
A backup service alongside your everyday working environment.
Altena makes an encrypted backup of the connected SharePoint document libraries, OneDrives and Exchange mailboxes every night. You recover files and messages from the available backups, within the agreed retention period.
Microsoft 365 has its own capabilities for availability, version management and storage of deleted data. Microsoft additionally offers Microsoft 365 Backup as a separate backup service. The protection you have therefore depends on your setup and the services you choose.
With Altena, you choose a separately managed service with storage outside your own Microsoft 365 environment. We agree in advance which data is included, how long it is retained and how recovery is carried out.
Restore from an available backup.
A nightly backup provides recovery points, which is not a continuous recording of any change during the day.
How often?
The regular backup round runs every night. Which data you can recover depends on the last successful round and the versions included in it. Changes after that round may not be protected yet.
How long?
The starting point is 90 days of history. Longer retention, up to seven years, is agreed individually with each client. We also agree what happens to deleted files and data belonging to former employees.
How quickly can we recover?
A small recovery can be done quickly. The time for a folder, mailbox or larger collection depends on the amount of data and the processing by Microsoft. We agree in advance on what recovery time you need.
Example: a file is overwritten at 11:00.
If the file is in the latest successful nightly backup, you can restore that saved version. Work added afterwards may not yet be backed up. That is why we agree the backup frequency and recovery arrangements based on how much data loss your process can tolerate.
What do we back up?
SharePoint and OneDrive
Documents from the connected libraries and personal storage, including the available versions that the backup service can retrieve. Teams files can be included when they are in these locations.
Exchange
Email from the connected mailboxes, including formatting and attachments. Recovery is performed to a supported destination; we agree the procedure during setup.
The boundaries of the service
Teams chat messages are not included in this service. Also, the complete reconstructing of a Microsoft 365 Tenant is something other than file recovery or email recovery. In advance, you get clarity about what is and is not included.
Security and recovery agreements.
Encrypted storage in the EU The backups are stored encrypted per customer in Microsoft Azure in Sweden, outside its own Microsoft 365 environment. This separation limits dependencies; good access security and recovery tests remain necessary.
Checking the backup rounds. We monitor whether the backups succeed and investigate reports of delays or errors. An established schedule is not in itself proof that all data is stored securely.
Controlled support access. Access to file content by Altena is subject to a temporary release by the customer. We record who may start a recovery and how we act when the Microsoft login is not available.
Test recovery. When agreeing to the service we also determine how recovery is controlled, who is responsible and how the outcome is recorded. The data processing agreements are set out in the data processing agreement.
Part of business continuity.
A back-up facility can support business continuity measures, but taking a back-up service does not mean that an organisation complies with all legal obligations.
Does the law apply to your organization?
That depends on factors such as your sector, size and any applicable exceptions or designations. Check whether it applies using the information and tools of the NCSC.
What if you’re a supplier?
Customers can require security agreements and support from their suppliers. Being a supplier does not automatically make a company an organisation that is directly governed by the law.
What do we agree on?
We make frequency, retention, access rights, controls and recovery arrangements clear. Your organisation assesses how this service fits into the broader risk management and continuity plan.
From inventory to controlled backups.
- 01
Scope and price
We discuss users, data, retention period and recovery needs. You will receive a quote and clear agreements about the coverage.
- 02
Connect
A competent administrator gives the necessary permission in Microsoft. We check which locations and mailboxes are connected.
- 03
Check first backup
The first round can take longer in a large environment. The data is only included in the backup once the processing has been successfully completed.
- 04
Manage and Restore
Then follow the regular rounds, monitoring and agreed recovery checks. If you change your organization, we will check if the coverage is still in place.
This is what you want to know in advance.
Doesn’t Microsoft create backups itself?
Microsoft offers its own recovery capabilities and its separate service Microsoft 365 Backup. Microsoft 365’s standard setup and a customized backup service are a variety of things. We help determine what provision suits your recovery needs.Can I go back to any moment?
No. You choose from the available recovery points and recorded versions within the retention period. For a nightly round, changes may not be available after the last successful backup.How long do you keep history?
The starting point is 90 days. A longer term, up to seven years, is agreed in advance. For deleted data, left employees and termination of the service, we determine the retention period and handling separately.How much is Microsoft 365 backup?
You pay a fixed amount per user per month, depending on the number of employees and the agreed retention period. According to our offer, no entry fee applies. You will receive a quote with the coverage and recovery arrangements in advance.What happens in a ransomware attack?
We determine which backup is useful from before the incident and how safe recovery can take place. Separate storage helps, but is no guarantee that any incident will be resolved without data loss or interruption.Are Teams chats included?
No. Files in the connected SharePoint or OneDrive locations can be included. Teams chat messages are not included in this service.Do I comply with the Cyber Security Act?
This service supports backup management and recovery. Applicability of the law and compliance with all obligations require a broader assessment of your organisation, risks and measures.What should your organization be able to recover?
Tell us how many people and data you want to protect and how long you want to keep. We discuss the possibilities and give a concrete estimate.