3-2-1-1-0 Backup Method for Microsoft 365

Analysis of the 3-2-1-1-0 Backup Method and Integration with Synology Backup for SharePoint, Exchange, and Teams

1. Overview of the 3-2-1-1-0 Backup Method

The 3-2-1-1-0 backup method is a proven strategy for robust data protection, designed to safeguard data against various threats such as hardware failures, human errors, cyberattacks, and natural disasters. Its core principles involve maintaining multiple copies of data across different storage media and locations, with at least one copy being immutable.

Key Features of the 3-2-1-1-0 Method:

  • 3 copies of data
  • 2 storage media to distribute risk
  • 1 offsite location for external protection
  • 1 immutable copy to ensure unalterable backups
  • 0 errors through regular testing and validation

2. Current Backup Method for SharePoint, Exchange, and Teams on Synology

The current backup strategy on the Synology server for Microsoft 365 data includes the following steps:

  • Synchronization: Data from SharePoint, Exchange, and Teams is synchronized to an offline Synology server.
  • Backup 1: Synchronized data is stored on a separate volume on the Synology server and overwritten daily (no version control).
  • Backup 2: Using Synology's backup program, a version-controlled backup is created on another volume of the same server, utilizing Write Once Read Many (WORM) storage with history.
  • Backup 3: Data is also backed up to an external Synology C2 cloud location in Frankfurt, including version control and history.

3. Integration of the 3-2-1-1-0 Method in the Synology Backup Strategy

By aligning the current Synology strategy with the 3-2-1-1-0 backup method, data integrity can be further enhanced, meeting best practices for data security:

3 Copies of Data:

  1. Original Data: Microsoft 365 data (SharePoint, Exchange, and Teams) resides in the Microsoft 365 cloud.
  2. Copy 1: The first backup is stored on the offline Synology server, in a separate volume overwritten daily.
  3. Copy 2: A second backup is created on another volume via Synology's backup tool, with WORM technology ensuring immutability and version control.
  4. Copy 3: The third backup is stored in the Synology C2 cloud in Frankfurt, featuring history and version control, fulfilling the offsite location requirement.

2 Different Storage Media:

  • Medium 1: Local storage on the Synology NAS (physical storage).
  • Medium 2: External storage on the Synology C2 cloud in Frankfurt, a geographically separate medium meeting the requirements of the 3-2-1-1-0 method.

1 Offsite Location:

  • The backup to the C2 cloud in Frankfurt serves as an offsite copy, protected outside the physical location.

1 Immutable Copy:

  • WORM storage with history on the Synology server ensures an immutable backup copy.

0 Errors:

  • Regular test restore actions are essential to adhere to the "0 errors" guideline. Periodic recovery testing should be integrated into the backup procedure for both local Synology and C2 cloud backups.

4. Recommendations for Improvement

  1. Regular Test Restores and Validation:

  2. To fully comply with the 0-errors guideline, schedule regular recovery tests to ensure that backups can be restored without errors.

  3. Offsite Physical Backup:

    • While the cloud backup to C2 covers the offsite requirement, adding a physical backup (e.g., to an external hard drive) at a geographically separate location can provide additional security.

  4. Version Control for All Backups:

    • The daily backup on the Synology server is currently overwritten without version control. Consider enabling version control for this backup to prevent the loss of previous data.

  5. Log Files and Alerts:

    • Maintain detailed log files and set up alerts for backup activities (e.g., via email or SMS) to quickly detect and address any issues.

5. Conclusion

The current backup strategy on the Synology server for SharePoint, Exchange, and Teams largely aligns with the requirements of the 3-2-1-1-0 method, with multiple copies, diverse storage media, and an offsite backup location. For further optimization, it is recommended to regularly test backups, expand version control, and implement alert notifications. These adjustments will enhance data security and provide even better protection against data loss.