01 Sep Backup Myths, Busted: What You Really Need to Know

Let’s be honest: most businesses believe they’ve got backup sorted. It’s one of those things that feels like it’s running in the background, set up once and silently working away forever. On the surface, it provides peace of mind. But here’s the problem. Backup is often misunderstood, misconfigured, or just plain missing in places you thought were covered.

And if the moment you learn that is the moment you actually need your data back, the consequences can be serious. Lost revenue, damaged reputation, legal exposure, all very possible outcomes of an invisible gap in your data protection strategy.

Today, we’re clearing up the biggest myths around modern backup so you can stop assuming everything’s fine, and start knowing it is.

Myth One: “Microsoft 365 backs everything up”

This is one of the most common misconceptions among businesses using tools like Exchange Online, SharePoint, OneDrive and Teams. The confusion usually comes down to language, Microsoft talks a lot about availability and redundancy, and there are some restore capabilities built in. But these are not the same as full, reliable backup.

Here’s the reality. Microsoft itself recommends that businesses use a third-party solution for backup and data protection. That’s because the native retention policies in Microsoft 365 are limited and often tied to very specific timeframes or user actions. Deleted emails, for example, don’t hang around forever, and if someone deletes important files or folders, either accidentally or maliciously, you might not realise until it’s too late.

These native retention policies, while helpful for short-term recovery or basic user errors, don’t hold up well against more serious issues. If a disgruntled employee deletes sensitive files, or if a ransomware infection spreads through your SharePoint libraries, you’ll likely discover that Microsoft’s built-in tools can’t undo the damage. There’s no reliable way to recover overwritten data from weeks or months ago without having a separate, independent copy.

Missing Teams chats, wiped OneDrive folders, overwritten SharePoint files… it happens more than you’d think. And in regulated industries, losing that data might not just be inconvenient, it could also trigger compliance issues or legal problems.

If your business relies heavily on Microsoft 365, make sure your backup solution truly covers it. Don’t assume you’re protected by default. Knowing exactly where the gaps are, and how to fill them, is the first step in building proper resilience.

Myth Two: “Backups always work for ransomware recovery”

Another prevalent belief is that if ransomware hits, you just restore from your backup and carry on. In theory, yes, in practice, things aren’t always that smooth. A restore plan that looks great on paper can crumble under pressure if the system hasn’t been maintained, monitored, or properly tested.

Here’s why relying solely on backups can be risky:

• Backups can be encrypted too. If ransomware has enough access, it might encrypt your backup files before you realise what’s happening. Attackers are increasingly targeting backups first because they know it’s your safety net. Once they’ve corrupted or deleted them, your options narrow fast.
• Old backups may be no good. If your backup schedule isn’t frequent enough or your retention policies are poor, you might have to roll back to a version too old to be useful. Picture losing a week’s worth of updates, customer information or financial transactions, not ideal.
• Restoration takes time. Even with good backups in place, large-scale restores can bring operations to a crawl. Businesses are often caught off guard by how long it takes to retrieve TBs of data, reconfigure systems, and get everything up and running again. And if your current configuration hasn’t been tested recently, there may also be technical snags along the way.
• Backups may not be tested or monitored. If something failed months ago and no one checked, what exactly are you restoring? A missed alert or skipped report can mean you’re relying on a copy that was never properly completed in the first place.

That doesn’t mean backups are useless in a ransomware attack, far from it. But the idea that they’re an effortless fix is misleading. A solid backup strategy should be just one part of a broader business continuity and cyber resilience plan, alongside strong endpoint security, user education, and system recovery protocols.

Common backup misconceptions that still trip people up

Even beyond Microsoft 365 and ransomware, there are a few other false assumptions that continue to steer businesses into trouble:

“I have archive storage, so I’m covered”

Long-term storage doesn’t equal backup. Archiving is about keeping data for reference or compliance. Backup is about having an independent copy you can restore quickly if needed. The key difference is recoverability. If your archive gets corrupted or deleted, then it becomes neither.

While archive tools often let you store data cheaply and efficiently, they typically lack the rapid recovery tools you’d need in a genuine emergency. They aren’t designed for day-to-day operational resilience, and they certainly won’t help if an entire system needs to be rebuilt after an incident.

“We set the backups up a while ago, so they’re running fine”

Backup isn’t a set-and-forget scenario. Business systems change over time. Dependencies shift. New files, databases or applications are added. Your backup setup needs to evolve with them. Otherwise, you’ll end up with critical gaps, often invisible until it’s too late.

There’s also the human factor. Staff turnover, evolving IT policies, or outdated documentation can all lead to situations where no one really knows what’s being backed up or how to retrieve it. Regular review of your backup strategy isn’t just good practice, it’s essential.

“Everything in the cloud is already protected by the provider”

Most cloud providers operate under a shared responsibility model. That means while they ensure the infrastructure is robust, you’re still responsible for the protection of your own data. And if you use multiple SaaS platforms, for communication, document sharing, accounting, etc., that responsibility quickly adds up.

Think of it this way: the cloud guarantees power and plumbing, but not what you put in the fridge. If your provider suffers a system glitch or data loss event, or if someone on your team deletes something important by mistake, there’s often little they can do. Without your own independent backups, you’re putting total trust in services that were never meant to carry that burden alone.

What should a modern backup strategy include?

Without getting overly technical, here are some qualities to look for in a solid, future-ready backup approach:

• Multiple backup copies, stored in different places, ideally including off-site or off-platform options that stay safe even if your primary systems are compromised.
• Application-specific protection, covering cloud apps like Microsoft 365 as well as endpoints, servers, and virtual machines. A generic, one-size-fits-all tool may miss the nuances of your most critical platforms.
• Tested restores, so you know you’re not just backing up… but can actually recover when needed. Only verified, recent, restorable data counts.
• Protection from ransomware tampering, like immutable storage, MFA-protected consoles and backup scanning for threats. Attackers evolve, your defences need to as well.
• Ongoing monitoring, alerting and reporting, not just a setup wizard and crossed fingers. Backup should be part of your normal IT operations, not a forgotten background job.

These are the kinds of features modern backup services should bring to the table. Whether you’re working with an IT provider or managing things in-house, it’s worth checking that your solution actually includes these capabilities. You’d be surprised how many don’t.

Backup confidence comes from asking the right questions

If nothing else, your biggest takeaway should be this: don’t wait for disaster to find out how fragile your backup strategy is. When the pressure is on, it’s incredibly frustrating, and potentially damaging, to realise you were operating on assumptions.

Ask your team, provider or vendor:

• What exactly is being backed up?
• What’s the recovery process, and how long does it take?
• Have we checked or tested it recently?

The answers might reassure you, or they might prompt you to explore stronger options. Either way, starting the conversation puts you in control.

Most importantly, remember this: backup is not just an IT problem. It’s a business continuity issue. So even if you’re not technically minded, or don’t usually get involved in infrastructure discussions, it’s worth making sure the right conversations are happening. Because if things go wrong, they won’t just affect devices or software, they’ll affect customers, cash flow, and confidence too.

Contact us to find out more

If you’re unsure what’s really protected in your business, or how your current backup solution stacks up, get in touch. We’ll help clarify where you stand, and what’s possible. Contact us now to find out more.