Why SaaS applications alone aren’t enough for cloud compliance

Software as a Service (SaaS) applications like Microsoft 365 and Google Workspace deliver cloud-based applications to users on multiple devices and in various locations.

These applications are popular because businesses have access to cloud benefits that allow them to access documents, files, calendars etc., at all times. However, despite enabling all data to be accessed via the Cloud, SaaS applications do not automatically backup, or protect your data.  

To maintain cloud compliance, businesses must do the following:

  • Keep a record of customer-related communications and interactions
  • Have a comprehensive understanding of where all your data is saved
  • Maintain records relating to trade stored securely for five years minimum
  • Take the necessary steps to protect personal data that you hold
Cloud Compliance

Neither Microsoft or Google guarantee the restoration of lost data, nor that they will store it securely for the five years required for cloud compliance. In fact, what they promise doesn’t even come close. They will only keep your data in a ‘trash’ file for up to 30 days, and then it is permanently deleted.

Microsoft won’t lose your data; it’s in safe hands. But if it is lost due to an event outside of their control and fault, like some malicious attacks, they won’t necessarily restore it for you. It’s your job to plan for, and have measures in place to prevent this loss. You also need to ensure any lost data can be restored so that your business can remain compliant.

Data is commonly lost in multiple ways:

01

Accidentally

Human error is the most common cause of data loss. All it takes is one click in the wrong place for employees to accidentally delete critical files or miss out data when merging records.
02

Sync error

When syncing devices or using third-party apps, there is always a risk that an error will occur and data could be lost.
03

Malicious attack

Many businesses make the common mistake of assuming no one will target their business. But malicious attacks can come in many forms, from the actions of disgruntled or untrained employees, viruses, ransomware and many more. Every business is at risk of these potential threats.
04

Data breach

Cybercriminals will try to gain unauthorised access to records, apps and tools that hold any form of personal data.

Any and all of the above situations can happen to any business, any time. The best way to mitigate these risks is to formulate a robust Business Continuity and Disaster Recovery (BCDR) plan. This plan will enable you to prepare for potential data loss and ensure its restoration with minimal downtime.

An effective BCDR plan will minimise the risk of compliance liability by ensuring that all your data is stored securely no matter what happens. Even if data loss does occur, a comprehensive BCDR plan will ensure you have the necessary measures in place to restore it so that critical data is never lost forever.

Talk to an IT Support Provider about where to start with creating a BCDR plan that will help with cloud compliance.