Isn't my data already backed up because it's 'in the cloud'?

No—and this is the most dangerous assumption businesses make. Cloud services like Microsoft 365 and Google Workspace provide high availability (your data is replicated across data centres so the service stays online), but this is not backup. If you delete a file, that deletion is replicated everywhere. If ransomware encrypts your files via sync, the encrypted versions replace the originals. The cloud protects against *their* hardware failures, not *your* data loss.

What's the difference between OneDrive sync and OneDrive backup?

OneDrive Sync mirrors files between your computer and the cloud—changes go both ways instantly. OneDrive Backup (Known Folder Move) redirects your Desktop, Documents, and Pictures folders to OneDrive. Both are sync technologies, not backup. A true backup is a separate, protected copy of your data that can be restored to a point in time—even if the original is deleted, corrupted, or encrypted.

What is Known Folder Move (KFM) and should we use it?

KFM is a Microsoft feature that redirects your Desktop, Documents, and Pictures folders to OneDrive. You absolutely should use it—it means files aren't trapped on individual laptops and are accessible from anywhere. But it's protection against *device loss*, not data loss. If a file is deleted from OneDrive, it's deleted everywhere. KFM + independent backup = comprehensive protection.

How long does Microsoft keep deleted files?

It varies by service: OneDrive/SharePoint keeps deleted items in the recycle bin for 93 days, then they're permanently deleted. Exchange Online keeps deleted emails for 14-30 days depending on configuration. Teams messages follow complex retention rules. After these windows close, Microsoft cannot recover your data—even if you pay them. These retention periods are also not guaranteed and can change.

What about Google Workspace—is it the same problem?

Yes. Google's Terms of Service contain nearly identical disclaimers. Google Drive's trash empties after 30 days. Gmail deleted items last 30 days. Google explicitly states they are not responsible for data loss. The 'it's in the cloud' false sense of security applies equally to Google Workspace users.

How much does proper cloud backup cost?

Typically £2-4 per user per month for comprehensive Microsoft 365 or Google Workspace backup. Compare this to the cost of losing your data: the average cost of a ransomware attack for SMBs is £115,000. For a 20-person company, that's roughly £50/month for insurance against potentially business-ending data loss.

Can't I just export my data regularly instead?

Manual exports are better than nothing, but they're not practical at scale. They require someone to remember, they're incomplete (you rarely get everything), they're not easily restorable, and they're typically stored somewhere that's also vulnerable to the same threats. Automated, managed backup with tested restores is the only reliable approach.

We have Microsoft 365 E5—doesn't that include backup?

No. Even the most expensive Microsoft 365 licence does not include true backup. E5 includes advanced compliance features like extended retention and litigation hold, but these are not the same as backup. Retention policies keep data longer before deletion—but if data is corrupted or encrypted, that corrupted version is what's retained. Microsoft is now offering 'Microsoft 365 Backup' as an additional paid product, acknowledging that backup was never included.

Back Up

The Cloud Doesn't Back Up Your Data

Microsoft and Google explicitly say so in their terms of service. Most businesses don't discover this until it's too late.

Essential Guide

The Shared Responsibility Model

Microsoft and Google operate under a "shared responsibility" model. They protect the infrastructure—you protect your data. This guide explains what that means in practice and how to ensure your business data is truly protected.

Microsoft 365 Google Workspace OneDrive KFM

Cloud backup and data protection for Microsoft 365 and Google Workspace

The Uncomfortable Truth

Most businesses believe their data is safe because it's "in the cloud". Microsoft and Google's own legal terms tell a different story.

"We recommend that you regularly backup Your Content and Data that you store on the Services or store using Third-Party Apps and Services."

"We strive to keep the Services up and running; however, all online services suffer occasional disruptions and outages, and Microsoft is not liable for any disruption or loss you may suffer as a result."

— Microsoft Services Agreement, Section 6(b)

View current Microsoft Services Agreement →

"When permitted by law, Google, and Google's suppliers and distributors, will not be responsible for lost profits, revenues, or data, financial losses or indirect, special, consequential, exemplary, or punitive damages."

"Google does not make any commitments about the content within the services, the specific functions of the services, or their reliability, availability, or ability to meet your needs."

— Google Workspace Terms of Service

View current Google Workspace Terms →

In plain English: if your data is lost, corrupted, or deleted—that's your problem, not theirs.

What Cloud Services Actually Provide

Understanding the difference between high availability and backup is critical.

What They DO Provide

High Availability
Data replicated across multiple data centres so the service stays online
Infrastructure Redundancy
Protection against their hardware failures, power outages, and natural disasters at their facilities
Limited Retention
Recycle bin and version history for a limited window (typically 30-93 days)
Physical Security
Data centres are secure, climate-controlled, and access-restricted

What They DON'T Provide

Protection from User Deletion
If you or your staff delete files (accidentally or deliberately), that's replicated everywhere
Ransomware Protection
Encrypted files sync to the cloud as fast as healthy ones—your "backup" becomes encrypted too
Long-Term Retention
Once retention windows close (30-93 days), data is permanently unrecoverable
Point-in-Time Recovery
You can't restore your entire tenant to how it was 6 months ago

Understanding OneDrive "Backup"

What is Known Folder Move (KFM)?

When you enable "Backup" in OneDrive settings, you're actually enabling Known Folder Move. This redirects your Desktop, Documents, and Pictures folders so they sync to OneDrive instead of staying on your local hard drive.

KFM is Excellent For:

• Protecting against laptop loss or theft
• Accessing files from any device
• Preventing files being "trapped" on one computer
• Making device replacement seamless
• Ensuring remote workers' files are centralised

KFM Does NOT Protect Against:

• Accidental or malicious file deletion
• Ransomware encrypting synced files
• Data corruption replicating to the cloud
• Account compromise and data destruction
• Retention windows expiring

Key Insight: KFM is sync, not backup. It replicates changes in both directions—including deletions and corruptions. You should absolutely use KFM, but you also need independent backup.

How We Enable This Automatically

For businesses using Microsoft 365 Business Premium, we configure Intune to automatically enable Known Folder Move on every enrolled device. No manual setup required—it just works.

Automatic Enrollment

New devices automatically join Intune when users sign in with their work account

Policy-Driven KFM

Intune policies silently enable KFM—users don't need to do anything

No More "Local Only" Files

Eliminates files scattered across individual laptops that never get backed up

Learn about Intune & Autopilot Why Business Premium?

Real-World Scenarios

These situations happen every day. The difference between disaster and minor inconvenience is backup.

The Real Cost Comparison

Without Independent Backup

Average ransomware cost for SMBs: £115,000
Average downtime after data loss: 21 days
60% of SMBs close within 6 months of major data loss
Regulatory fines for losing customer data
Reputational damage and lost client trust
Staff productivity loss rebuilding lost work

With Independent Backup

Typical cost: £2-4 per user/month
Recovery time measured in hours, not weeks
Point-in-time restore to any date
Immutable backups ransomware can't touch
Compliance with data retention requirements
Peace of mind that data is truly protected

For a 20-person company, comprehensive cloud backup costs roughly £50-80/month. That's the price of one team lunch to protect against potentially business-ending data loss.

The Complete Protection Stack

True data protection requires multiple layers working together. Here's what we implement for our clients.

Known Folder Move

Files sync to OneDrive automatically—no files trapped on laptops

Via Intune Policy

M365/Google Backup

Independent backup of all cloud data with long-term retention

3rd Party Solution

Immutable Storage

Backups that can't be modified or deleted—ransomware-proof

Write-Once Technology

Tested Restores

Regular restore tests prove backups actually work

Quarterly Verification

Learn About Our Backup Services

Frequently Asked Questions

Common questions about cloud backup and data protection

Don't Wait for a Disaster to Discover You're Not Protected

Let us audit your current backup situation. We'll show you exactly what's protected, what isn't, and what it would take to close the gaps.

Request a Backup Audit Take Our IT Health Check

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