Office 365 and G-Suite might not have your files and emails backed up when you vitally need them. Learn about the drawbacks of these two platforms, and how to avoid incidents of important unsaved data in the future.
Office 365 and G-Suite are the most popular platforms to store files, emails, photos and more, saving businesses time and resources, with everything stored on the Cloud. However it is a common misconception that they back up or replicate the data stored on their service, meaning mistakes or malicious incidents involving deleted files or emails can not be undone.
Security
Every company relies on their data being stored efficiently, files being accessible to everyone who needs them in a safe and secure area. We trust in good faith that staff will treat this data carefully and will only have the best intentions, but despite this, human error is often unavoidable. Another unfortunate situation business often find themselves in involves disgruntled employees, ex-employees or hackers deleting indispensable files.
Microsoft and Google back up files so that, in the event that if they themselves lose data, it can be recovered, hence protecting their own interest. However this will not necessarily save you from human error or malicious attacks. You should arrange you own additional backups to ensure your own security, either by doing this yourself or through a 3rd party system.
Gekko Email
, the email management module for Rapport3, ensures not only are emails uploaded to the Cloud, but that they are encrypted to ensure optimum security.Gekko removes the stress of managing storage, hardware and time consuming backups, ensuring all your assets are stored securely in one location.
What happens when an employee leaves the company?
When employees leave a company their Google or Microsoft account is usually deactivated. 30 days after that account is deactivated, any files that you need that would have been on their account will be completely inaccessible. For example, if there was a presentation or essential spreadsheet on their account that you need a couple of months later, you will not be able to retrieve it. But more seriously, any proof that may be required for legal proceedings will not be available and your company could potentially be exposed to unnecessary risk, unable to defend itself.
Microsoft and Google
will not keep data more than 30 days after an account is deleted.
Gekko Email
has a comprehensive filing system, including shared folders that can be visible for the whole team. Folders can be restored from the ex-employee's account, as all data is backed up in a separate location.
File Organisation and Location
Microsoft and Google will only guarantee the retrieval of your data for 30 days after deletion, and even then may not be easily recoverable. Gekko
is designed specifically for making locating project emails as quick and efficient as possible.Categorise emails in customised folders, choose terminology best suited to your business.Intuitive filing such as single or bulk email filing, forced filing, auto-filing and de-duplication of emails make business processes quicker and more accurate, creating greater synergy and organisation within projects.
With Gekko you can find one email among thousands with its simple, fast and intuitive searching options. Not only does this make simple daily tasks easier, but is imperative when locating emails with critical or sensitive content. Therefore you can be prepared if issues come up in complex long-term projects for problematic clients.
To find out more on Gekko Email Management, and all of our Practice Management tools, including Job Costing, Human Resources, CRM and more, get in touch
. Our team will be happy to go through how each feature could benefit your business, creating a secure and efficient system to streamline your processes.
Check out our case studies
to read how the Gekko
software has changed other business' ways of working.
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