Google Workspace Backup: why and how to back up your cloud data

The cloud is not a backup

A common misconception persists: “my data is in the cloud, so it is backed up.” That is false. Google guarantees that its infrastructure is available and that your data will not be lost due to hardware failure. But Google does not protect you against your own mistakes, the malicious actions of your users or the ransomware that encrypts your files. An independent backup strategy is essential.

Risks without backup

Accidental deletion

A user deletes a shared Drive folder containing months of work. The trash keeps files for 25 days. After that period, the files are permanently lost. If no one notices the deletion within the 25 days, the data is unrecoverable.

Malicious deletion

A disgruntled employee deletes their files and empties their trash before leaving the company. Without a backup, this data is lost. The administrator can restore the data of a deleted user for 25 days through the admin console, but not individually deleted files.

Ransomware and account compromise

A ransomware that accesses Google Drive through a compromised account can encrypt or delete the synced files. Google Drive syncs changes in real time, which means the encrypted files replace the originals. Drive’s versioning offers partial protection, but a sophisticated ransomware can delete the previous versions.

Administration error

An administrator accidentally deletes a user account or changes a retention policy. The associated data can be lost if no independent backup exists.

Backup solutions

Dedicated third-party solutions

The most widely used Google Workspace backup solutions are Backupify (Datto), Spanning, AFI Backup and CloudAlly. They automatically back up Gmail, Drive, Calendar, Contacts and Sites to independent storage (usually AWS S3 or Azure Blob Storage).

Prices range from 3 to 6 € per user per month. Restore is done at the level of a file, a folder, an email or a complete account. Backups are performed several times per day.

Google Vault

Google Vault is not a backup but an archiving and eDiscovery tool. It retains data according to retention rules defined by the administrator, even if the user deletes it. Vault is useful for legal compliance but does not replace a backup: restore is complex and the data is not stored independently of Google.

Our recommendation

For SMBs, a third-party backup solution at 3-5 € per user per month is a minimal investment compared to the cost of data loss. Choose a solution that backs up Gmail, Drive and Calendar, that offers granular restore (file by file) and that stores the data in an infrastructure independent of Google.

LCMH, a Google Workspace reseller in Alsace, helps you choose and configure a backup solution suited to your business.

For overall security, read our article on the essential admin console settings.

Sources

1. Google, Google Workspace Data Recovery. support.google.com/a/answer/6052340
2. Google, Google Vault. workspace.google.com/products/vault
3. Google, Google Workspace SLA. workspace.google.com/terms/sla.html