Why Microsoft 365 and Google Workspace Don't Backup Your Data

 

By Fred Thiergartner Many businesses assume their data is safe just because they use Microsoft 365 or Google Workspace. It's in the cloud, so it must be backed up, right? Not quite. These platforms are great for keeping things running and giving you access from anywhere, but when it comes to recovering lost files, emails, or folders that were accidentally deleted or damaged, they won't step in to help. If something goes missing, and enough time has passed, it's often gone for good unless you've taken steps to back it up properly. Cloud Storage Is Not the Same as Backup Microsoft and Google focus on uptime and keeping their systems stable. What they don't do is protect your business from user mistakes, ransomware, or data loss caused by human error. If someone in your team deletes a file or folder, that deletion is considered intentional, even if it wasn't. If ransomware hits a synced desktop, the encrypted files can be uploaded straight into your cloud storage, replacing the original versions without warning. Deleted files aren't kept forever either; Google Drive removes them after 30 days. OneDrive and SharePoint retain them for approximately 93 days. After that, recovery is no longer possible through the built-in tools. And while version history might help in some cases, it won't save you if the damage isn't noticed until much later. The Real Threats Are Closer Than You Think Most data loss is caused by human error, such as when someone thinks a folder is no longer needed and deletes it, another person accidentally overwrites a spreadsheet or drags files into the wrong location. Maybe an employee leaves the business and their account is deleted, along with everything they created or shared. These things happen all the time, and the cloud alone doesn't prevent the consequences. Ransomware can also find its way into cloud environments. If a local computer is infected and syncing is turned on, the encrypted files are automatically uploaded. You won't even realize it's happening until it's too late.

What Proper Backup Looks Like A proper backup doesn't just mirror what's in the cloud; it keeps a secure, independent copy of your files, emails, calendars, and other data that can be recovered at any time. Whether you need to restore a single email from six months ago or recover an entire user's files after they've left the company, a real backup solution gives you that option. That kind of protection doesn't come built into Microsoft 365 or Google Workspace. You need to set it up separately, and it has to be designed to cover what the cloud doesn't. Time to Cover What the Cloud Doesn't Microsoft 365 and Google Workspace are great tools, but they don't protect you from everything. If a file is deleted, overwritten, or encrypted by ransomware, it may be gone for good, unless you have a proper backup in place. That's where we come in. We help businesses set up reliable, independent backups for their cloud platforms. You get peace of mind, knowing that emails, files, and user data can be recovered quickly, even after a mistake or attack. If you're unsure whether your data is truly protected, give us a call at 513-275-9712 or EMAIL:Fred or Chris. We'll review your setup and help you put the right safety net in place before you need it.

Who Actually Owns Your Domain and Website?

 

By Chris Thiergartner Most business owners hand the reins over to a Web developer when it's time to build a website; it seems easier that way. The developer registers the domain, sets up the hosting, installs WordPress (or another platform), and gets your site online. But here's the question: when all that's done, who actually owns it? You might assume it's you, but that's not always the case, and it can turn into a real headache down the track if you're not the one holding the keys. "I Paid for It, So It's Mine . . . Right?" Not necessarily. If someone else registered your domain using their name or email, they're the legal owner, not you. The same applies to your hosting, DNS settings, SSL certificates, and even the backend of your website. Unless you've been given full ownership and access to each component, you might just be along for the ride. This is more common than you might think. What If Your Web Developer Disappears? It's a story we've heard more than once: a freelancer changes careers; an agency closes its doors. The helpful guy who built your website five years ago stops responding. If your domain is tied to their account and you don't have login access, you're stuck. You won't be able to switch email providers, move hosting platforms, or even prove you own the domain. In some cases, a former contractor or staff member has held the domain hostage by allowing it to expire or redirecting it elsewhere out of spite. Who's Listed as the Domain Owner? This one's easy to check. You can look up your domain's ownership using a WHOIS search. It will display the name and email address associated with the registration. If that's your business name and email address, great. If it's someone else's email or a name you don't recognize, that's a warning sign. We've even seen domains registered to the Web designer's personal account or a former staff member who left the business years ago. Do You Know Where Everything Lives? A lot of people don't realize just how many moving parts are involved in keeping a business online. ☑Domain registration. ☑Website hosting. ☑DNS records. ☑SSL certificates. ☑Email hosting. ☑CMS logins. ☑Analytics and plugins. Each of these may have its own account, its own login, and its own billing cycle. If access is spread across different people or, worse, not documented at all, it becomes a mess waiting to happen. What Happens If You Lose Access? If you can't get into your domain registrar or hosting account, you can't renew your domain, fix website issues, or switch services. If your DNS is misconfigured, your email service may be disrupted, and you may be unable to receive or send messages. Even if your website stays live, it's like having a shopfront where someone else controls the locks. You don't really own it.

The Problem With Relying on One Person Many businesses rely on one person to manage everything tech-related. Maybe it's an internal team member, or maybe it's a developer you trust. That's fine until they leave, go on extended leave, or forget how something was set up. When that happens, there's often no documentation, no backups, and no easy way to regain control. A single point of failure such as this leaves you exposed. How a Managed Service Provider Can Help This is where we come in. As a managed service provider, we help businesses manage their online assets and take ownership of them. But unlike some providers, our job is not to replace one gatekeeper with another; our goal is to help you hold the keys. We Start With a Full Audit We help you figure out what you've got and where it's stored. This includes checking who owns your domain, identifying your hosting provider, finding where your DNS records are managed, and reviewing where your email services are hosted. We also look for loose ends such as personal accounts or old services with missing credentials. We Help You Take Back Control If your domain is registered under someone else's name, we help transfer it to your business. If your website is hosted somewhere you can't access, we help you migrate it to a business-owned account. You'll end up with full control, which will be properly named, properly secured, and properly documented. We Set It Up the Right Way We reconfigure accounts to use business-controlled admin access, not personal logins. We use secure password vaults, shared logins, two-factor authentication, and clear documentation that you have full access to. If you ever want to leave our services, you'll take everything with you. We Keep Track So You Don't Have To We keep track of domain renewals, SSL certificates, DNS records, and changes to access. If someone leaves your team, we help revoke or transfer access to prevent lockouts or confusion. We're Your Partner, Not Another Gatekeeper We don't hide your logins or hold your assets hostage. We're here to help you own your infrastructure without becoming another bottleneck. If you ever choose to move on, we'll make sure it's simple and clean. Not Sure Who Owns What? We'll Help You Find Out If you've never really thought about who owns your domain or where your website is hosted, now is a good time to check. We offer simple audits to help uncover what you own, what you don't, and what might be at risk. No pressure, no lock-in, just clarity so you can make smart decisions moving forward. Your online presence should belong to you, not the person who set it up years ago. Contact us today at 513-275-9712 or EMAIL:Fred or Chris.

How Knowlege GAPS Lead to Tech Disasters

 

By Fred Thiergartner Everyone Thought Someone Knew - Until It Was Too Late Most business owners assume someone’s handling the IT, until something breaks and no one knows how to fix it. This short guide reveals how missing documentation, over-reliance on one person, and simple staff mistakes can quietly set your business up for chaos. Inside, you'll learn: ☑Common IT mistakes that quietly build up and lead to major problems ☑The warning signs your business is relying on memory, not systems ☑Practical steps to build a stronger, safer, and more resilient setup

Avoid costly mistakes before they happen. Grab your free copy now.   Download Call us at 513-275-9712 or EMAIL:Fred or Chris.

What You Need to Know About Desk Ergonomics

Feeling the aches from poor workspace setup? Discover how desk ergonomics can boost productivity, reduce muscle fatigue, and alleviate work-related pains. Learn practical tips to optimize your posture and create a pain-free work environment.

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Essentials to Know About Software Licenses

 

Ever scrolled past lengthy software license agreements without reading them? It's time to understand why they matter. Uncover the secrets of software licenses, avoid risks, and learn best practices for effective license management.

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How to Combat Cybersecurity Fatigue

 

Ongoing IT requests can lead to cybersecurity fatigue, risking business security. Discover four strategies to alleviate employee annoyance and maintain strong cybersecurity practices while maximizing productivity.

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IT Services Agreement or Block Hours Support: Which Is Best for a Small Business?

Need IT support? Should it be “block hours” or “managed services?” Learn the differences and know what’s best for your business.

https://itdefenses.com/newsletter/2023FEBV32.HTM

#msp #blockhours #managedservices

 

4 Tech Trends to Know About for 2023

 With the global economic outlook uncertain, you won’t be surprised optimizing IT budgets is a top trend for 2023. Read our article to learn about the top four areas of attention for business technology.

https://itdefenses.com/newsletter/2023FEBV31.HTM

#techtrends #trending #informationtechnology #2023techtrends

Online order tracking for corporate clients

 Our corporate clients love our online order history. For more details Phone Chris or Fred 513-275-9712

Boss Level: Cybersecurity and Online Gaming

 

Gaming online is a great escape. Only the reality is that you may be putting yourself at risk of cyber attack. Criminals target gamers for their personal data and virtual valuables, or to use their “clean” account to scam others. Learn how to level up your gaming safety. 

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