Many UK small businesses and SMEs use Microsoft 365 for email, documents, and collaboration, assuming their data is fully protected by Microsoft. While Microsoft does provide some built-in data retention and recovery features, it is important to understand that regular, independent backups of your Microsoft 365 data are still essential. These backups give you control and peace of mind in case of accidental deletion, cyberattacks, or other data loss events.
Why regular backups matter for UK SMEs
Microsoft 365 operates on a shared responsibility model. Microsoft ensures the platform's availability and protects against hardware failures, but it does not guarantee protection against user errors, malicious insiders, ransomware, or compliance-related data retention needs. If an employee accidentally deletes important emails or files, or if ransomware encrypts your SharePoint or OneDrive data, you need a reliable backup to restore your business-critical information quickly.
Without regular backups, your business risks extended downtime, loss of productivity, and damage to customer trust. For example, losing access to customer emails or contracts can delay projects and harm your reputation. Additionally, UK data protection regulations such as the Data Protection Act 2018 and UK GDPR require you to ensure the integrity and availability of personal data, which can be supported by having proper backup and recovery processes in place.
A typical scenario: how data loss can happen
Consider a UK-based SME with around 50 staff using Microsoft 365 for daily operations. An employee accidentally deletes a shared folder in OneDrive containing important client proposals. The deletion is synced across devices and the recycle bin is emptied. Without an independent backup, recovering those files could be impossible or require costly third-party recovery services. A managed IT provider with a backup solution in place would quickly restore the lost data from a recent backup, minimising disruption and avoiding potential financial loss.
What to check and ask your IT provider
- Do you have a dedicated backup solution for Microsoft 365? Confirm that your IT support includes regular backups of Exchange Online, SharePoint, OneDrive, and Teams data.
- How often are backups performed and how long are they retained? Daily backups with at least 30 days retention is a common standard.
- Can you restore data at a granular level? Ask if individual emails, files, or folders can be restored without full system recovery.
- Are backups stored separately from Microsoft 365? Offsite or cloud backups independent of Microsoft reduce risk if the platform is compromised.
- What is the process and expected timeframe for data recovery? Understand how quickly your provider can restore data to minimise downtime.
- Do backups support compliance and audit requirements? Check if backup logs and reports are available for audit readiness, supporting ISO 27001 or Cyber Essentials Plus.
- Internally, review access controls and permissions to ensure only authorised staff can delete or modify critical data.
Next steps for your business
Regular backups of Microsoft 365 data are a practical safeguard against data loss, cyber threats, and compliance challenges. Speak with a trusted managed IT provider or IT advisor to review your current Microsoft 365 setup and backup arrangements. They can help you implement a backup strategy tailored to your business size, risk profile, and regulatory needs, ensuring your data remains secure and recoverable when you need it.