Google Workspace is a powerful cloud-based suite that businesses depend on for communication, collaboration, and productivity. While it is a highly reliable service, many organizations make a critical mistake - they assume that Google automatically backs up all their data in a way that fully protects them from accidental deletions, cyber threats, and compliance risks. Although Google Workspace provides some retention and recovery options, it does not function as a complete backup solution.
If your business relies on Google Workspace, implementing a dedicated backup solution is absolutely necessary. Here’s why.
There are several ways data can be permanently removed from Google Workspace storage.
First, accidental deletions happen more often than many businesses realize. Employees may unintentionally delete important emails, documents, or entire shared drives, thinking they are removing outdated files. In some cases, users may not even realize they have deleted something critical until much later. Google Workspace keeps the deleted data in the trash folder for 30 days and also offers a 25-days retention period for hard-deleted items in Gmail and Google Drive, but once that period expires, data is permanently erased.
The image compares data retention in Google Workspace for soft-deleted and hard-deleted files. It also shows how backed-up data is retained differently. This highlights the differences in data recovery options.
Second, besides the human mistake, errors can still occur due to third-party integrations, API misconfigurations, or synchronization issues. In some cases, automated sync tools can overwrite or corrupt files, leading to unintended data loss.
Third, the data can be lost due to different cyber threats. Though Google Workspace has built-in security measures, these may not be enough to prevent all incidents. Phishing attacks, ransomware, insider threats, and data breaches can affect critical business information, disrupt operations, and lead to severe financial and reputational damage. For example, ransomware attacks can encrypt files stored in Drive, Gmail, and shared team folders, making them inaccessible until a ransom is paid.
A third-party backup solution provides an additional safety net by retaining copies of files, emails, and other data beyond Google's standard retention period. This ensures that no valuable data is lost and that organizations can quickly recover from any data loss without disrupting operations.
Businesses across various industries must adhere to strict regulatory requirements that govern how they store, manage, and protect data. Regulations such as GDPR, HIPAA, SOC 2, and FINRA mandate organizations to retain records for specific periods, ensure data integrity, and make information readily available for audits or legal inquiries. Failure to meet these requirements can result in legal issues and reputational damage.
While Google Workspace provides some retention controls through Vault’s retention rules, these tools have limitations. They primarily focus on archiving and eDiscovery but do not function as a backup solution. If someone intentionally or accidentally deletes data, Google’s retention policies may not be sufficient to meet industry-specific compliance requirements.
A dedicated backup solution ensures data retention for as long as needed. This is important for industries such as healthcare, finance, and legal services, where companies must maintain records for years or even indefinitely. Additionally, backups help businesses prove data authenticity, making it easier to provide required documentation during audits, investigations, or legal disputes.
Google Workspace is a reliable platform that offers its customers 99,9% monthly uptime. While this level of availability works for most businesses, some of the organizations may require more. For companies with strict uptime requirements, such as financial institutions, ensuring access to business-critical data is non-negotiable.
Unexpected disruptions can strike at any time, and when they do, the presence of the backup solution allows businesses to remain operational. By keeping an independent, accessible copy of emails, documents, and other data, companies can continue working without relying on Google's availability.
Employee offboarding is a natural part of any business, but when an employee leaves, their data does not have to disappear with them. Google Workspace accounts are typically deactivated or deleted once an employee exits the company, and if proper precautions aren’t taken, valuable information stored in emails, Drive files, and shared documents could be lost permanently.
While Google Workspace allows businesses to transfer ownership of files before deleting an account, this process can be time-consuming and may not capture hidden dependencies, such as permissions tied to an individual’s account. Additionally, the data retained this way is hard to use during legal disputes, since it can be altered by the new owner. On the other hand, with a proper backup strategy, organizations can store and retrieve departed employee data for as long as necessary, ensuring compliance while avoiding unnecessary costs.
Before implementing a backup solution, businesses must first determine what data needs to be backed up. Google Workspace includes multiple services, all of which contain valuable information. Identifying which data is mission-critical helps ensure that no important files, emails, or records are left unprotected. Additionally, organizations should consider compliance requirements, industry regulations, and internal policies to define appropriate retention periods and storage needs.
The backup scope of Google Workspace is displayed with various services included. Different Google apps like Gmail, Drive, and Calendar are highlighted for backup. The illustration explains how data is stored and protected.
After defining the backup scope, the next step is selecting the right solution. Fortunately, there are many options available on the market. When evaluating backup services, consider the following key factors:
Backing up Google Workspace data from the cloud to on-premises storage ensures data security and accessibility. Files and information are transferred from online servers to local systems. This process helps in disaster recovery and maintaining control over important data.
Gal is the Cofounder & CPO of Reco. Gal is a former Lieutenant Colonel in the Israeli Prime Minister's Office. He is a tech enthusiast, with a background of Security Researcher and Hacker. Gal has led teams in multiple cybersecurity areas with an expertise in the human element.
To ensure reliable data protection and recovery, organizations should follow best practices for backup management. Here are a few key recommendations:
While Google Workspace is a reliable product, its built-in data retention functionality may not be enough for some businesses. Accidental deletions, cyber threats, legal requirements, and unexpected outages may affect the business continuity of your organization. Investing in a dedicated backup solution ensures that your organization remains prepared for the worst-case scenario and keeps the information well-protected.
