SaaS Backup TL;DR

With the increasing reliance on cloud-based solutions, particularly in the realm of Software as a Service (SaaS), the necessity for robust backup strategies has emerged as a critical component of modern business operations. This is where SaaS backup, a specialized approach tailored to safeguard cloud-based data, becomes indispensable.

For users of Microsoft 365, one of the most widely used SaaS platforms, understanding, and implementing SaaS backup is not just a recommendation; it is a crucial safeguard. The common misconception that cloud services such as Microsoft 365 automatically handle all aspects of data protection can lead to data loss scenarios.

What is SaaS (Software as a Service) Backup?

SaaS (Software as a Service) backup is a process focused on safeguarding data generated from using SaaS products against data loss, accidental deletion, or system failures. These products, unlike traditional software, are licensed and delivered via the cloud rather than being installed on-premises. The core of SaaS backup involves duplicating and securely storing this data, which often originates from various cloud-based applications, including Platform as a Service (PaaS) and Infrastructure as a Service (IaaS) networks.

SaaS backup and recovery covers the backing up of cloud-stored data and applications and the recovery of that data in the event of loss. This is particularly relevant in scenarios involving outages, natural disasters, theft, cyberattacks, and human errors. It is a critical subset of the overall backup and disaster recovery (BCDR) field.

Why is SaaS Backup Important?

SaaS backup is crucial for safeguarding business-critical data generated from cloud-based solutions.

With the SaaS market's valuation projected to $232 billion by 2024, digital transformation initiatives, more SaaS products into business operations, remote work and the sheer amount of data created continue to surge. In the example of Microsoft 365, it generates an immense amount of data volume: over 2 billion new documents are added every work day, and over 200 PB of new data monthly to SharePoint alone.

So, its importance varies based on an organization's dependency on SaaS solutions for core operations and addressing several key challenges:

Accidental Deletions and Human Error:

‍Team members may inadvertently delete vital data from systems and apps, making backups crucial for recovery. According to the 2023 Thales Global Cloud Security Study the leading cause of cloud data breaches was human error, at 55%.

Cybersecurity Threats:

Data is increasingly vulnerable to malware, ransomware, and cyber-attacks that can delete, corrupt, or encrypt your data. SaaS backup acts as a defense mechanism in these scenarios.

Provider Reliability:

Even the most reliable SaaS providers can face technical glitches leading to data loss. Backup ensures continuity in these events.

Regulatory Compliance and Data Sensitivity:

Especially for businesses handling sensitive customer, financial, or patient data, regular backups are a regulatory necessity. The 2023 Thales Global Cloud Security Study, revealed that more than 40% of data stored in an organizations’ cloud environment was “sensitive”.

Operational Dependency:

For organizations reliant on SaaS for CRM, financial information, e-commerce, and file management backups are vital to maintain operations. Stats on data loss in a report by Varonis show that one-third of all folders used within a company are open to everyone, potentially exposing sensitive data and putting the organization at risk. In 2019, this percentage was only 22%

Advanced Backup Solutions:

Leading SaaS backup solutions offer regular, secure backups to immutable, air-gapped storage, making it inaccessible to hackers. They also feature instant, granular restore capabilities, allowing swift data recovery during compromise events.

Global Access and Data Handling:

For businesses that centralize data access across multiple locations or to third-parties, backups ensure security and accessibility.

Scope of SaaS Backup

The scope of SaaS backup is extensive. Identifying which solutions and data types require backup is key to ensuring comprehensive data protection and business continuity.

• User Data: At the forefront are email inboxes, applications, folders, files, and documents. Regular backups of user data are fundamental to prevent disruptions in daily workflows and maintain operational efficiency. This includes data stored in Microsoft 365 apps like Outlook, OneDrive, and SharePoint.
• Financial Records: Financial documents, spreadsheets, and employee and customer records are the backbone of fiscal integrity. Backing up this data is essential for accurate financial reporting and continuity of financial operations. Such cases are data stored in Excel, Dynamics 365 Finance, NetSuite, Workday and SAP.
• Sales and Customer Information: This category includes sensitive information crucial for sustaining customer relationships and adhering to regulations like HIPAA. Backing up this data safeguards against data breaches and ensures regulatory compliance. Such cases are data stored in Dynamics 365 Sales, Shopify, WooCommerce, CRM tools like Salesforce or HubSpot CRM, and even Microsoft Teams.
• Marketing and Communications Assets: Marketing materials, campaign reports, directories, and all forms of internal and external communications are vital for preserving a company's marketing initiatives and stakeholder interactions. Microsoft 365 stands out here with its suite of solutions like SharePoint, OneDrive, and Teams, offering a comprehensive ecosystem for collaboration and productivity.

How SaaS Backup Works

Overview of different backup approaches and methodologies for SaaS data

There are two main approaches to SaaS backup:

• Cloud-based SaaS backup: This approach utilizes cloud storage services to store backups of SaaS data. The backup data is typically stored in a secure offsite location, separate from the primary SaaS application data. This provides an extra layer of protection against data loss or corruption caused by issues with the SaaS provider's infrastructure. Cloud-based SaaS backup software often offers features such as data encryption, versioning, and replication to further enhance data protection.
• On-premises SaaS backup: This approach involves replicating or exporting SaaS data to an on-premises backup server or storage device. This method provides more control over the backup process and data storage, allowing businesses to comply with specific data privacy regulations or meet specific data retention requirements. However, on-premises SaaS backup requirements involve additional infrastructure and ongoing maintenance, which may not be suitable for all businesses.

Data Store Process for SaaS Applications

• Data Collection: The SaaS backup software identifies and collects data from the SaaS application(s) that require backup. This may involve extracting data from the SaaS provider's API or using proprietary mechanisms provided by the SaaS application itself.
• Data Encryption: The collected data is encrypted using secure encryption algorithms to protect it from unauthorized access. This encryption ensures that even if the backup data is intercepted or lost, the data remains confidential and cannot be read by unauthorized parties.
• Data Storage: The encrypted backup data is stored in the selected backup location. For cloud-based SaaS backup, the data is typically stored in a secure cloud storage provider's environment. For on-premises SaaS backup, the data is stored on an on-site backup server or storage device.
• Retention and Versioning: The backup solution maintains a history of backups, typically storing multiple copies of data at different points in time. This versioning capability allows businesses to restore data to a specific point in time if necessary.
• Monitoring and Alerting: The backup solution monitors the backup process and sends alerts in case of any errors or issues. This ensures that businesses are notified promptly if there are problems with the backup system, enabling them to take corrective action or restore data from the backup if necessary.

Data Recovery for SaaS Applications

When data loss occurs in a SaaS environment, the recovery process typically involves the following steps:

• Identifying the cause of data loss: It is crucial to determine why the data was lost or deleted to prevent similar incidents from happening again in the future.
• Contacting the SaaS provider: Once the cause is identified, reaching out to the SaaS provider is necessary to understand their data recovery processes and to request assistance in recovering the lost data.
• Restoring from backups: SaaS backup service providers often keep regular backups of your data. By utilizing these backups, your lost or deleted data can be recovered and restored to its original state.
• Verifying the data: After the recovery process, it is important to verify that all the recovered data is intact and has been restored successfully. This ensures that no further data loss or corruption has occurred during the recovery process.
• Implementing preventive measures: Once the data recovery is complete, it is imperative to analyze the root cause of the incident and take necessary steps to prevent future data loss or accidental deletions and apply any SaaS backup policies.

Key Features and Choosing the Right SaaS Backup Service Provider

According to the Cyber Security Breaches Survey 2022,  Small (58%), medium (55%) and large businesses (60%) outsource their IT and cybersecurity to an external supplier, citing their reasons as access to greater expertise, resources, and standards for cybersecurity.

So here are some of the factors to consider when selecting a SaaS backup service provider:  

Automated Backup: Essential for reducing manual efforts and errors, automated backup ensures regular and consistent data copying without human intervention. This ensures that you always have a copy of your data in case of a disaster or data loss event.

Data Encryption: To protect data both in transit and at rest, encryption is a non-negotiable feature, ensuring that sensitive information remains secure from unauthorized access.

Compliance Support: If your business is subject to data privacy regulations, such as GDPR or HIPAA, then you need a SaaS backup solution that can help you to comply with these regulations.

Granular Restore Options & Disaster Recovery Capabilities: The ability to quickly restore operations after a data loss incident is vital. A good SaaS backup software should offer granular restore options. This means that you can restore individual files, folders, or even entire applications.  

Scalability: As businesses grow, their data needs evolve. A scalable backup solution can accommodate increasing data volumes without performance degradation.

User-Friendly Interface: Ease of use is important for ensuring that backups can be managed effectively by all team members, regardless of their technical expertise.

Support for Multiple SaaS Applications: A robust backup solution should support a wide range of SaaS applications such as Microsoft Office 365 (including Microsoft Teams, OneDrive, and Outlook), offering flexibility in data protection strategies.

Robust Customer Support: A good SaaS backup solution should offer robust customer support. This will help you to resolve any problems that you may encounter with the solution.

Cost-Effectiveness: Some providers may offer flexible payment options based on your usage, while others have fixed pricing plans. Evaluate the costs involved and choose a solution that aligns with your budget. Additionally, assess the scalability options provided by the provider to ensure that you can easily adjust your SaaS backup requirements as your business evolves.

How Does SaaS Backup Protect My Data?

The implications of data loss in a cloud-based ecosystem can be far-reaching and detrimental to any business, irrespective of its size or industry.

Improved data protection and reduced risk of data loss: Data loss can occur due to several factors, including human error, system failures, cyberattacks, and natural disasters. Without backups, businesses risk losing crucial data that is essential for their operations, such as customer records, financial information, and intellectual property. Implementing SaaS backup provides an extra layer of protection for your valuable data.

Regulatory compliance and data governance: In the absence of proper backup, businesses risk non-compliance with data protection laws and regulations, which can result in hefty fines and legal consequences. Implementing SaaS backup helps businesses meet regulatory requirements and ensures compliance with data protection and privacy regulations.

Enhanced business continuity and disaster recovery: Cloud service outages, though rare, can happen and may lead to temporary data inaccessibility, impacting business continuity. Having a backup ensures minimal downtime and enables your business to quickly resume operations, minimizing the impact on productivity, revenue, and customer satisfaction.

Best Practices for Implementing SaaS Backup

Identify critical data: Before implementing SaaS backup, assess your organization's critical data and identify the applications and files that hold the most value. Prioritize the backup of these assets to minimize the impact of data loss.

Establish backup frequency: Determine how frequently you need to back up your SaaS data. Consider factors such as data volatility and business requirements to establish an appropriate backup schedule.

Test data restoration: 46% of small businesses have never tested their backup and disaster recovery plan. (Riverbank’s Annual BDR Survey). So, regularly test the restoration process to ensure that your backed-up data can be successfully recovered when needed.  

Implement a multi-layered security approach: Safeguard your SaaS data with a multi-layered security approach that includes encryption, access controls, and strong authentication mechanisms.

Monitor backup performance: Regularly monitor the performance and integrity of your SaaS backup solution.

Train your employees: Educate your employees about the importance of SaaS backup and the role they play in ensuring data protection. Train them on proper data handling practices to minimize the risk of accidental data loss.

Regularly update / evaluate your backup strategy: 39% of small businesses don’t have an incident response plan. But business data loss prevention statistics show that 93% of small companies have data or backups on the cloud. Continuously evaluate and update your SaaS backup strategy to align with changes in your business processes, technology advancements, and regulatory requirements.

Common Challenges and Solutions in SaaS Backup

Data Loss Risks: SaaS applications, while convenient, are not immune to data loss. The primary risk factors include human error, cyberattacks, and synchronization errors. Solution: Implementing comprehensive backup strategies with regular data snapshots can mitigate these risks.

Compliance and Regulatory Concerns: Adhering to data protection laws like GDPR or HIPAA is challenging but essential. Solution: Select backup solutions that are compliant with these regulations and regularly update your SaaS backup policies to align with legal changes.

Limited Control Over Data and Backup Processes: Relying on SaaS providers can lead to limited control over your own data backups. Solution: Employ third-party backup tools that offer greater control and customization of backup processes.

Potential Service Interruptions: Service interruptions from the SaaS provider can impact your SaaS backup and recovery processes. Solution: Have a contingency plan, such as a secondary backup system, to ensure data availability even during service downtimes.

Integration with Existing Systems: Seamlessly integrating backup solutions with existing systems can be complex. Solution: Select a backup solution that offers easy integration and compatibility with your current IT infrastructure.

Alcion: Revolutionizing Microsoft 365 Data Protection in a Cloud-Centric World

96% of businesses were able to survive a ransomware attack due to having a reliable backup and disaster recovery strategy in place according to Forbes. In a digital era where data is the backbone of every business, Alcion steps in as a trailblazer, offering AI-driven data protection solutions that are redefining how businesses safeguard their data against emerging threats like ransomware, malware, and unforeseen accidents.  

Try our free trial (no credit card required) and discover Alcion's innovations

AI-Driven Data Protection: Alcion utilizes advanced AI techniques to intelligently schedule backups, detect and remove malware, and proactively respond to threat signals. This AI-driven approach ensures that your backups are not only secure but smart.

Intuitive User Experience: Alcion believes in simplicity. Their platform offers an intuitive user interface, automated processes, and simplified workflows. This design philosophy strips away operational complexities, making data protection accessible to everyone.

Seamless Integration: Alcion's solutions integrate effortlessly with popular systems, including Microsoft 365 Defender. This integration closes the loop between backup and security systems, offering a comprehensive defense strategy.

Cost-Effective Data Protection: Understanding the importance of affordability, Alcion has introduced Corso – a backup free, open-source tool for backing up Microsoft 365 data to your chosen object storage. This tool is perfect for those starting their data protection journey.