00:00Hi, this video is about informing people about the new policies Google's G Suite is enforcing
00:08in regards to the way your items are being held in the bin in Google Drive.
00:14So you may, when you log into Google Drive, you may be receiving this message that as
00:18of 13th of October, any items which are in the bin for older than 30 days will automatically
00:24get deleted.
00:26Or you might have gotten this email, which again, explains that in a bit more detail.
00:30But a few other points I wanted to highlight were, so this trash affects on any device.
00:37So whether you're using Google Drive on your mobile or any other device, again, all items
00:43in that trash bin will be removed after 30 days.
00:47And any files that you are using in shared drives, even, a lot of people aren't aware
00:52that in shared drives, that also has its own trash.
00:56So if anyone deletes files within there, it goes into that trash, then after 30 days,
01:00again, that's removed and no one will be able to access those files in the future.
01:06So not only that, there's some other issues around file retention that people might not
01:11be aware of, which I would just want to briefly bring to everyone's attention.
01:17So with Gmail, that has that similar policy, and it's always been in place where any emails
01:23will go into the trash once deleted, and again, after 30 days, they're permanently removed.
01:30Files can accidentally be deleted or changed by others in Google Drive.
01:34We see this quite regularly.
01:37Simple mistakes can happen.
01:38And then if you don't capture that within 30 days, that can be a severe problem.
01:46Sometimes you can have issues with syncing apps.
01:48So Drive File Stream or Backup and Sync or any other app that might do a double sync
01:55or there might be inconsistencies.
01:58This can especially happen if you don't have a reliable internet connection.
02:04So sometimes you might have rogue applications.
02:07So any third-party applications might be interacting with Google Drive, and again, these can sometimes
02:14manipulate the data or cause problems.
02:20Also departing employees, we've seen this happen in the past, where sometimes when staff
02:24leave the company, might not be on the best of terms, they might find that they've got
02:29some emails that they didn't want the boss to see, so they go in and wipe all their emails.
02:35Or again, they might have files in Google Drive, which they thought, you know, they've
02:38done all this work, and they don't want to leave back for the company to keep, and they
02:44might delete them as well.
02:46And finally, hacking and ransomware.
02:48Again, over the years, we've seen quite a bit of this.
02:51People don't have enough security on their G Suite account, and hackers can, or cybercriminals
02:57can send phishing emails, get their credential for that account, log in, and we've seen things
03:03called Ransom Cloud, where they can actually encrypt all your emails and Google Drive files,
03:09making it unaccessible for you.
03:11And if you try to click on the file, it asks for you to pay a ransom, usually in Bitcoin,
03:16to get access to that file, and if you don't pay, you don't get the files back.
03:22So the solution to all this is to have a third-party backup, or backup of some sort.
03:27So just as you would with your local server in your office or your computer, you always
03:32need to have data backups, and it's a false belief to think that if you've got data in
03:38the cloud, that it's backed up by Google.
03:39That's not true.
03:41As you can see, it only will be backed up for 30 days, and then from then onwards, you're
03:45on your own.
03:46So we recommend a third-party cloud-to-cloud backup service, known as a SaaS backup.
03:55And some important things to consider when choosing a third-party, another company to
04:00backup your G Suite, you need to consider how long do you need your backups to be there
04:06for?
04:07Is the last 12 months sufficient, or do you need many years of backups in the cloud?
04:13So we call that retention.
04:15How much data do you have?
04:16You know, some backup providers only have a certain amount of storage they allow you
04:21to back up to, while others do unlimited, so you need to consider that.
04:28Does your backup cover shared drives?
04:31So again, if you're using shared drives, some backup providers don't do that.
04:36Most of them are doing that these days, though, but you definitely need to check that, because
04:42that's where the majority of your data will be.
04:46Where is the support located?
04:47So this can be important, especially if you're here in Australia.
04:50You know, if it's a U.S. company, it can be quite difficult to get onto them to get support,
04:56especially with billing and tech support, and different time zones can be frustrating.
05:05How much does it cost?
05:10And do they charge for your ex-accounts?
05:12So when staff leave, are you still having to pay to keep that data backed up with that
05:18provider?
05:20Some charge, some don't.
05:25So here, I just wanted to talk about three particular products that we've used quite
05:29heavily over the years.
05:30So Spanning, we've used them most, so we've been using these guys for almost the last
05:3310 years, and here you can see a quick demo of how it sort of works, and I've got a list
05:37of pros and cons of three of these providers which we use heavily, just to sort of give
05:42you an understanding of maybe some which are out there and which you might want to look
05:46for.
05:47So some of the pros with Spanning Backup, we've found it's got the best interface.
05:51It's very simple to use.
05:53It's actually designed for end users to easily restore their own data, so you don't need
05:57your IT admins to have to do this every time.
06:02It's got the most features, yeah, just sort of more incremental in-depth to restore individual
06:08files or whole folders.
06:10You can restore back to, you know, pick particular dates, store points.
06:14It's got really good search functionality, and it is most popular in the market.
06:20So some cons for this, you need to pay for the licenses annually at the moment.
06:28So you know, as the business grows, that's fine, but if the business was to reduce in
06:33size, you're still committed to pay for that license, which can be a bit wasteful.
06:39They're the most expensive we've come across, especially because it's US pricing as well.
06:47We have had issues with their customer service, especially around billing.
06:50You know, they do take a couple of days to sort of get back to us and can be a lot of
06:56backwards and forwards trying to sort of sort things out, which my accounts team has flagged
07:01we've been very frustrated with at times, and even the help desk getting tech support
07:06can be a bit frustrating at times.
07:08So we've got room to improve there.
07:12Also, if you're using Google Sites or not using Google Sites, we find by default it
07:17always comes up with backup errors around backing up Google Sites, especially if it's
07:22not in use to just, you know, sort of these false positive errors might alarm you, but
07:28usually it's to do with Google Sites.
07:30So hopefully I'll fix that bug.
07:33It's not actually a true unlimited backup, even though they say it is.
07:36So we've had some clients, especially in the design, graphic designers or video editors,
07:42you know, they've got terabytes of data.
07:43And basically after a year when I was up for renewal, Spanning told us, hey, we're no
07:49longer going to support these guys because they've just got too much data.
07:52So it's not really true unlimited.
07:54And therefore, we've had to move those clients on to different SaaS backup providers.
08:00It's difficult to manage ex-staff, so, you know, with this you are paying per user and
08:08when staff do leave, it continues to pay for that license.
08:11So it can be costly.
08:14And, you know, it's up to you to manually go in and remove that staff backup and export
08:20it somewhere else if you want to stop paying to keep that backup of those ex-staff,
08:25because it will get costly over the years, you know, especially if you've got high
08:29turnover of staff, you end up paying far more in regards to ex-staff than current staff.
08:36So the next product is Backupify.
08:40So these guys have been the longest in the market, just a little bit longer than Spanning.
08:45They were the actual first G Suite backup solution.
08:50They do actually offer true unlimited backups and we have tested this.
08:53So a few clients we moved across from Spanning because of that large file limit.
08:59Put them on Backupify and we haven't had any problems with that same amount of data.
09:03They're happy to keep backing up many terabytes of data, even if you've only got a few accounts backing up.
09:11Another benefit is you don't pay for ex-staff licenses.
09:18And they've also got better payment terms, 60 days, and they pay per month.
09:24So you can scale it up and scale it down as you need.
09:27There's no sort of contract.
09:30A couple of negative things.
09:32So their product around Office 365 backup is more advanced than G Suite.
09:37They're sort of, I suppose, Office 365 is a bigger market.
09:42So they've put more resources into developing that than G Suite.
09:46So it's not as feature rich.
09:49This is, again, in US pricing.
09:51So, you know, the dollar fluctuation can be a bit expensive.
09:55As I mentioned, it's not as feature rich or user friendly as Spanning.
09:59The interface isn't as nice as you can see here.
10:02And then finally, Continuum.
10:04So these are ones we've recently got onto.
10:08And we found them the most cost effective solution.
10:13Their support is local here in Australia.
10:16So we got Australian billing and support, which is much easier to manage.
10:21Again, these guys also offer true unlimited backup.
10:24They don't come back to you and say you got too much data as Spanning does.
10:29Again, you don't pay for X employees.
10:34You can have as many as you want and you're not paying.
10:38You're only paying for your current employees for backups.
10:41Again, pay per month, no contract.
10:45This product's ideal for managed service providers,
10:48especially if you're using ConnectWise, that's who the company's owned by.
10:51It's got a lot of integrations, notifications and that type of thing.
10:57A couple of cons.
10:59So with this product, the retention period's only for one year.
11:03So if you require longer than one year,
11:06you do pay a tiny bit more for how many years you need.
11:13With retention period, I mean, that's how long you can recover backups for up to.
11:16So anything over than 12 months, those backups are removed by default
11:21and the new backups are added in.
11:23But yeah, as I mentioned, you can continue that for multiple years
11:26by paying a little bit more.
11:29Similar to Backupify, it's not as feature rich or user friendly to use.
11:35Yeah, that's the three products.
11:38So apart from, you know, having a good backup, third party backup service,
11:42we also recommend, you know, you address other areas of G Suite.
11:47You know, we've actually created this five security layer model.
11:51And as you can see, continuity is step five by having third party backups.
11:55So we've got four other really important areas which you should focus on.
12:00So take a look at our website, watch our other blogs,
12:03and we go into in-depth around each of these areas to really make sure
12:07your G Suite's well secured, backed up and you've got everything in place
12:12to prevent issues from happening in future.
12:15So thank you for your time.
12:17I'm Adrian Kuzman-Jones from Onsite Helper.
12:19Visit us on our website, www.onsitehelper.com or give us a call
12:24if you need any help with third party backups
12:27or anything G Suite related.
12:30We're here to help. Thank you.
