If your a Google Drive user, you need to be aware of the new changes being enforced as of the 13th of October 2020. From this date onwards, all files that are in your bin / trash will be deleted if they have been in there for over 30 days.
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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.