Navigating the Future of Data Management with Microsoft 365: An In-Depth Look at Backup and Archive Solutions

In our previous blog, we dove into the importance of robust data management tools, in today's digital era, focusing on the announcement of Microsoft 365 Backup and Microsoft 365 Archive by Microsoft. As these solutions evolve, it's crucial to stay informed about their features, setup, and potential impact. Let's explore these innovative tools in detail, offering insights on how they can transform your organization's data management strategy. 

Microsoft 365 Archive  

An Overview of Microsoft 365 Archive  

• Preview Status: Microsoft unveiled Microsoft 365 Archive earlier this year, and the much-anticipated product is now in preview. It provides a cost-effective storage solution for inactive SharePoint sites, addressing the need for long-term data retention. It's important to note that features of Microsoft 365 Archive are still rolling out and may not be available to all organizations yet.
• Key Advantages: This solution boasts ultra-fast archiving capabilities, significant cost savings, and the retention of all site metadata and permissions upon reactivation. A notable feature is the decluttering of active and inactive content, aiding in efficient site lifecycle management​​. 
• Data Management Enhancements: Combined with Microsoft 365 search index and Microsoft Purview, Microsoft 365 Archive offers a robust solution for long-term data management needs, ensuring compliance and security standards at a reduced cost​​. 

Setting Up and Pricing of Microsoft 365 Archive 

• Setup Process: Before utilizing Microsoft 365 Archive, you need to first associate your Azure subscription with Syntex pay-as-you-go. To set up Microsoft 365 Archive, you need to possess Global admin or SharePoint admin permissions, which grant you access to the Microsoft 365 admin center. Once Syntex pay-as-you-go billing is activated in the Microsoft 365 admin center, Microsoft 365 Archive can be enabled. If for whatever reason you opt to disable Microsoft 365 Archive at any point, any ongoing archiving activities stop, however previously archived sites will persist in an archived state and incur charges. Reactivation of these sites is possible with associated reactivation costs, or they can be deleted. 
• Pricing Model: Microsoft 365 Archive services are billed using Syntex meters in the Azure subscription that you specified when you set up Microsoft Syntex. The charges for Microsoft 365 Archive are based on storage consumption and site reactivation. Storage consumption is charged at a per-GB monthly rate and notably, you will only be charged for archiving data once the tenant has exceeded its allocated SharePoint storage quota limit​​. Site reactivation is charged at a per-GB rate but is only incurred if reactivation occurs more than seven days after the site was last archived. The reactivation fee is applicable irrespective of whether a tenant exceeds or remains within its SharePoint capacity limit. ou can find the costs for these services at the 'Pay-as-you-go services and pricing for Microsoft Syntex' page on Microsoft Learn.   

Managing Microsoft 365 Archive 

• Archiving Sites: Both group-connected and non-group connected sites can be archived, with compliance features like eDiscovery remaining applicable. Once archived, the storage starts counting towards Microsoft 365 Archive storage, though there might be a delay in reflecting this change in the admin center​​. 

• Reactivation Process: Sites can be reactivated free of cost within seven days of archiving. This seven-day grace period allows you to reverse accidental archivals without incurring reactivation costs. Post this period, reactivation may incur costs and might take up to 24 hours. All permissions, lists, and metadata are restored to their pre-archival state, barring certain exceptions like deletion due to retention policies​​. 

Microsoft 365 Backup 

Innovations and Features of Microsoft 365 Backup 

• Backup Capabilities: A response to the rising need for cybersecurity, Microsoft 365 Backup enables recovery of OneDrive, SharePoint, and Exchange Online data at unprecedented speeds. It ensures data security within Microsoft 365's boundary and offers features like granular search and filtering of backup content​​. Organizations can access it directly in their Microsoft 365 Admin Center. 
• Preview and Roadmap: Microsoft 365 Backup is currently in preview. Once organizations have set up billing for it, they can expect to see it available for use in the tenant in late 2023 or early 2024. There are some limitations with Microsoft 365 Backup, but Microsoft expects these to be resolved by general availability. Additionally, plans to include Teams chat and granular file-level recovery are on the post-GA roadmap. 
• Partner Integration: Microsoft has collaborated with partners such as AvePoint, Cohesity, Commvault, Rubrik, Veeam, and Veritas to extend the capabilities of Microsoft 365 Backup, offering a seamless experience for both Microsoft 365 and non-Microsoft 365 data sources​​​​. 

Setting Up and Pricing of Microsoft 365 Backup 

• Setup Process: Like Microsoft 365 Archive, in order to sign up for Microsoft 365 Backup you need to possess Global admin or SharePoint admin permissions and link an Azure subscription in Syntex pay-as-you-go. Once that step is completed, you’ll need to go to the Microsoft 365 admin center in order to enable Microsoft 365 Backup.  
• Backup Management: To utilize Microsoft 365 Backup for OneDrive, SharePoint, or Exchange, you will need to create a policy for each product. The policies established by administrators outline the data to be safeguarded. While retention and backup frequency settings are visible, they are currently not able to be modified. 
• Pricing Model: Microsoft 365 Backup pricing is simple. You’re billed for the number of gigabytes (GB) of data backed up. The services are billed using Syntex meters in the Azure subscription that you specified when you set up Microsoft Syntex.  

As we continue to navigate the rapidly evolving digital landscape, the integration of Microsoft 365 Backup and Microsoft 365 Archive into your data management strategy can significantly enhance your organization's data protection all while helping you save money and reduce headaches. These solutions promise to deliver cost-effective, secure, and efficient data management capabilities, aligning with the diverse needs of modern businesses.  

Stay tuned for more updates on these exciting developments, and don't hesitate to contact us for tailored solutions that align with your organization's unique data management requirements.