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Keeping Control of your Data in the Cloud

Presented by Chris Schwab on Joe Beyer on November 19th, 2013 at 11am EST

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Keeping Control of your Data in the Cloud

Our latest webinar Keeping Control of your Data in the Cloud examines a common concern for many businesses, whether or not they will still have full control of their data if they move to the cloud. We explore what steps you need to take and questions you need to ask your hosting provider keep you in complete control for the life of your hosting contract.

Topics this webinar covers:

  • What to look for in your hosting contract
  • Why it is important to know where your data is located
  • Data Destruction
  • How to retain a copy of your data
  • What data is needed to recreate your environment
  • Tools to use to protect data from your users

Legal Matters: What to look for in your contract

Most dedicated providers will allow you to add some slight modifications to a contract with them if there are specific things that you require; however, this is not as common with multi-tenant services.

Data Ownership: Locate your data and retain a copy

Make sure that your hosting contract specifies that you still own your data. This part is especially important in a service or mt setup. There should be some language in your terms that states that you still retain ownership of your data. If that is not included, make sure to ask that it be put there. While the contract states that you still own your data, you want to be aware of what the hosting providers can still extrapolate and use your data for. Other questions you will want to make sure to ask your hosting provider include:

  • Where is my data located? Is it in the same country or even continent as you?
  • If my data changes location (multi-tenant) will I be notified?
  • What is your data destruction policy?
  • What is done with old backups?

You always want to make sure that you retain a copy of your SharePoint data. In order to determine what you will need to keep a copy of, you will want to decide what is required for you to recreate your SharePoint environment, if you have access to the backend, and if you need a hot, warm or cold disaster recovery plan.

For a more efficient strategy, you can back up smaller amounts of data via FTP (File Transfer Protocol). There are several 3rd party software options for exporting data in multi-tenant environments, such as:

  • MetaVis
  • Metalogix
  • Sharegate

Data Protection: Tips to keep data safe from users

Not only do you need to protect your data from your hosting providers, you also need to keep your data safe from users. While you have spent lots of time training and educating users on best practices, it is still important as administrators to know how to recover our data in case of a human error. Tools that you can use to protect data from your users include:

  • Versioning
  • Check-in/Check-out
  • Co-Authoring
  • Recycle Bin
  • Item Level Backup

Your takeaways from this webinar:

  • Make sure to read your hosting contract in detail to determine who will legally own the data.
  • Don’t give up all control, you can talk and negotiate with the hosting provider regarding contract terms.
  • Always keep backups of your data and create a disaster recovery plan to fit your business
  • Not only do you need to protect your data from your hosting provider but you also need to take steps to protect your data from users.

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