Securing Your Agency Data: A Guide to Automated Datto SaaS Backups 

Agencies, particularly those in PR and communications, must prioritise the security of the data they manage. The setup and upkeep of automated backups is relatively simple (if you have an IT background) and offers significant value to an agency.  

You may be thinking, “Surely data in Microsoft 365 and Google Workspace is already backed up. Why do I need a secondary backup?” Here is the answer:

Understanding the Challenge

Agencies in the creative, communications, PR, and marketing sectors often rely on a variety of cloud services, such as Microsoft 365 or Google Workspace, to store everything from design files to client communications. However, even well-integrated platforms are vulnerable to risks: 

• Accidental Data Loss: Even a minor mistake can result in the deletion of key files. 

• Version Control Issues: Multiple team members editing documents can lead to overwrites or loss of earlier versions. 

• Regulatory Pressures: Agencies must comply with GDPR and, in some cases, industry-specific data protection guidelines. 

The Role of Automated Backups

Automated backup solutions offer an extra layer of security by regularly and automatically creating copies of your data. This means you can: 

• Restore Previous Versions: Should an editing error occur, you can access earlier versions of your files, maintaining a record of all changes and preventing permanent data loss. 

• Maintain Compliance: With GDPR and other data protection regulations in mind, automated backups ensure that you have a reliable archive of your data, which is essential during audits or in the event of data breaches. 

• Reduce Downtime: In the event of accidental deletion or cyber incidents, rapid recovery of your data minimises disruption to your workflow. 

Could this be You?

Imagine a creative agency is working on a critical campaign draft during a busy week. In a rush to finalise a presentation, a team member accidentally deletes an updated version of a key document. Without an automated backup in place, the agency risks losing days of creative work and valuable client history. However, with a scheduled automated backup system, the team can quickly restore the most recent version, alongside previous iterations, ensuring a smooth and efficient recovery. This example highlights how an automated approach not only protects against unforeseen mistakes but also reinforces a culture of data resilience.

Addressing Common Misconceptions

A frequent objection is the belief that built-in cloud storage solutions are sufficient. While cloud providers do offer some level of data protection, they may not provide the granular control, frequent backups, or version history that specialised SaaS backup systems offer. Here’s why: 

• Limited Retention: Cloud platforms may only keep snapshots for a short period or may not guarantee retrieval of past versions. 

• Restricted Control: Automated SaaS backup systems offer more precise control over backup schedules, storage locations, and restoration options. 

• Enhanced Security: They provide dedicated mechanisms to combat the risks of insider errors, accidental overwrites, and even certain cyber threats. 

Conclusion

For the head of Operations in creative agencies, implementing an automated backup solution is a prudent investment. It safeguards your creative work with version control, helps compliance with data protection regulations such as GDPR, and reduces the risk of costly disruptions. By prioritising automated and regular backups, your agency can be better prepared to handle unexpected events, ensuring that vital creative assets are never permanently lost.