Navigating the Shared Responsibility Model in Microsoft 365

In today’s digital age, SaaS platforms like Microsoft 365 have transformed how businesses operate, offering ease of use and eliminating the hefty chore of managing software deployments on physical servers. However, this transition doesn’t equate to a free pass from managing security. In a model known as shared responsibility, while SaaS providers like Microsoft take on specific security duties, a significant bulk of this responsibility—particularly aspects concerning data protection and security—falls squarely on the users’ shoulders.

Understanding the Distribution of Duties

Microsoft’s Commitments:

With its robust SaaS infrastructure, Microsoft 365 promises and delivers on several fronts: 

•  Uptime: An assurance of maximum reliability and availability for its hosting services.
• Data Replication: Microsoft replicates user data across multiple locations to bolster high availability and safeguard data. However, this system doesn’t safeguard against intentional or accidental user data deletion.
• Access Controls: Users benefit from robust access controls, including multi-factor authentication, beyond passwords.
• Maintenance and Setup: Microsoft configures and maintains the Microsoft 365 infrastructure to protect against threats like electrical failures or natural disasters.
• Physical Security: Measures are in place to prevent unauthorized physical access to the servers, ensuring data is protected from direct tampering.

User Responsibilities:

At the other end, the responsibilities of Microsoft 365 users primarily revolve around keeping their data secure:

• Accidental Deletion: Although tools like the Microsoft 365 recycling bin are provided, users must actively manage their data to prevent permanent loss.

• Threat Protection: Users must defend against both insiders with malicious intent and external threats, such as ransomware attacks.

• Regulatory Compliance: It’s up to the users to ensure stored data complies with relevant regulations, employing features like Litigation Hold when necessary.

• Data Retention: Users are tasked with maintaining appropriate data storage timelines, and adhering to legal and internal policy requirements.

The Shared Responsibility Model in Action

This paradigm frames security as a collaborative effort. Microsoft ensures the platform’s infrastructure and services are robust and resilient. Simultaneously, users are tasked with rigorously managing and safeguarding their data. This dual responsibility model ensures that while the underlying technology is secure and reliable, individual data and compliance perceptions are handled at the user level.

Bolstering Your Microsoft 365 Data Security

Despite Microsoft 365 offering some level of data management and risk mitigation tools, these need to be sufficiently comprehensive for all data protection needs. That’s why supplementing Microsoft 365 with an external data backup and protection solution is paramount. Regular backups and advanced data lifecycle management can help bridge any gaps, ensuring data recovery, retention, and compliance needs are fully met.

Cyber Protect Managed SaaS Backup: A Frontline Defense

Cyber Protect’s Managed Backup emerges as a comprehensive solution, allowing for full-spectrum backup of Microsoft 365 data. This includes emails, calendars, contacts, and data from Exchange, OneDrive, SharePoint, and Teams. With Cyber Protect, users gain the power to set custom data retention policies, opt for storage locations, and ensure data recovery is both feasible and flexible.

Conclusion