Summary: Google Workspace is just like other cloud storage platforms; however, it is also prone to vulnerabilities, such as accidental deletion, human errors, malware intrusions, etc. Irrespective of the reason, the situation will eventually lead to data loss. To prevent such catastrophes, it is important perform a detailed Google Workspace backup. This article will guide you and provide 10 major reasons to backup G Suite data. Moreover, the article also shares Kernel Google Workspace and Restore, an efficient tool, to secure your G Suite data.
Are you managing your business operations over Google Workspace? G Suite, also known as Google Workspace, is a hub for Google cloud computing, productivity applications, software, and collaboration products. In more detail, the composition of G Suite is as follows:
Communication tools – Gmail, Calendar, Contacts, Meet, Chat
Storage tool – Drive
Content creation tool – Google Docs
Employee engagement tool – Currents
Users and Services Management – Admin Panel
Other Services –Jamboard, Add-ons
So, G Suite is a collection of multiple services. Many businesses have adopted the G Suite platform due to numerous benefits like Document Sharing, Email accounts, File ownership, Large storage, CRM facility, Single sign-in, Management of multiple email addresses, Google support, Advanced Security, and more. Being a business operating on a cloud storage platform, one must have a proper backup strategy.
But why G Suite backup is needed? Let us understand it for the following reasons.
Top 10 Reasons Why You Need to Backup G Suite Data
Here are the crucial reasons why you need to backup G Suite data for businesses and organizations.
To Secure from Data Deletion by Users
Sometimes G Suite users can become the cause behind accidental data deletion owing to their multiple data management activities like deleting files to save storage, deleting duplicate items, or moving data to a specific place. However, crucial file loss can also occur if users do not realize its importance of the data at that time.
To Secure from Data Theft When the Device is Lost/Stolen
It is a rare scenario, but when there is such a mishappening that you have lost your device or it is stolen, then G Suite data is at risk. So, having a G Suite backup on the external drive is essential.
To Secure from Data Overwriting
Document sharing among team members is an exclusive feature of the G Suite application. Still, it has one downside, i.e., risks of data overwriting by any member, which can eliminate the crucial data from its place. This activity can create confusion and hamper data security, as well. Having an updated G Suite backup can resolve this problem.
To Secure from Application Overwriting
Those businesses involved in working with multiple applications are vulnerable to a situation like Application Overwriting, which means data is shared, copied, and sometimes replaced, leading to the loss of original or important files unknowingly. Such application integrations are necessary for many businesses, and one can be secure from overwriting risks if they have a G Suite backup.
To Secure from Data Loss via SaaS Outage
Software as a Service application can suffer outages suddenly, which can affect the G Suite applications as well, leading to inaccessibility and data failures at times. The outages cannot be avoided but having an advanced backup of G Suite data can help the business work without any breaks.
To Secure from Third-party Applications/Ransomware
The G Suite data can be badly affected by integrated third-party applications and ransomware. Malicious activities like account hacking via permissions, malicious software download, linking to harmful sites, and more can lead to G Suite account theft, and so a backup is required.
To Secure from Mergers & Acquisitions
Data migration becomes a challenging task when any company has acquired another, or two companies decided to become one. Managing data would become easier and safer if the company has a G Suite backup. It ensures that data migrations are risk-free.
To Secure from Employee Exit Situations
When an employee has quit, the management must back up all his data, including G Suite, to handover the work to another employee. This scenario also necessitates the practice of a regular G Suite backup.
To Secure from Risks Related to Google Drive Sync & Desktop Sync Client
Google Drive Sync and Desktop Sync Client services are prone to ransomware and malware risks, which can affect the Google Drive files and documents easily. The unwanted situation can be handled with a full-fledged G Suite backup.
To Secure from Legal Issues
To meet certain legal compliances, organizations need to have a complete backup of the data. Even G Suite application data backup is mandatory to follow the compliance regulations.
There are two native G Suite backup solutions by Google, known as Google Takeout and Google Vault, that can be used to download data from the G Suite applications. With these utilities, you can backup Gmail emails, Google Drive, Google Docs, Sheets, Contacts, Calendars, etc.
Google Workspace Backup with Vault
Google Vault is a Google Workspace utility that supports information governance and eDiscovery. It allows you to retain, store, search, and export data from Google Workspace users.
Google Takeout for G Suite backup
Google Takeout helps in taking backup of Google Workspace components, such as email, contacts, drive, etc. It creates a copy of the data within an archive file that you can download on your computer.
Limitations of Native Backup Solutions
Both utilities follow different procedures to back up data from the Google Workspace, but there are some limitations for them.
Data download size is limited to 50GB in a single attempt
Unable to download data in shared folders
The Archive feature in Google Vault cannot create a copy
Deleted data from the drive is also deleted in the archive
Backup Entire Google Workspace Data with Professional G Suite Backup Tool
The methods to backup Google Workspace mailboxes using Google Takeout and other manual methods compel the businesses to look for professional solution to save G Suite data. Kernel Google Workspace Backup and Restore software is a worthy software to save entire G Suite content including Gmail, Contacts, Calendar, and Drive into various output formats. There are different options to apply filters and choose the important parts of the mailbox to backup. Some of its advanced features are:
It can back up Google hangout chats too.
Unlimited mailbox backup using Super Administrator account.
Automated backup using an inbuilt CSV file.
Secure login using the P 12 key.
Filter options based on Date filter, type filter, incremental migration, etc.
With this article, it is clear that you need to backup data from Google Workspace on a regular basis. However, the manual methods are not much reliable for the process. Therefore, using a professional solution like Kernel Google Workspace Backup and Restore software is a wise decision. Taking comprehensive backup makes the data accessible even when offline in the supported applications and is safe to use.
Frequently Asked Questions
Question: What is the purpose of taking Google Workspace backup?
Answer: G Suite backup helps you keep a copy of the data stored within your Google Workspace account. You can save this copy to a secure location on your local computer and avoid situations like accidental data loss or system crashes.
Question: How to backup data from Google Workspace?
Answer: There are two methods available and supported by Google Workspace. You can use any of the following to backup data: 1. Google Vault 2. Google Takeout Apart from these two, you can also opt for an advanced Google Workspace Export tool for a comprehensive data backup without any hassle.
