Spanning Backup for Google Workspace

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SUBTITLE

SPANNING BACKUP

GOOGLE WORKSPACE

FREQUENTLY ASKED QUESTIONS FAQs

Protect your organization with the only backup solution for

Google Workspace (formerly known as G Suite) that also oers

integrated Dark Web Monitoring for stolen or compromised

credentials. Spanning Backup for Google Workspace provides highly

available and resilient SaaS backup for Google Workspace.

The following are frequently asked questions about Spanning Backup

for Google Workspace and the native backup capabilities and limitations

within Google Workspace.

SPANNING BACKUP FOR GOOGLE WORKSPACE - FAQs

Spanning Backup for

Google Workspace

Why should we back up our Google Workspace data?

Google Workspace backup is a necessity, because ultimately, it’s your data and your responsibility.

Below are two excerpts from Google’s terms of service:

“When permitted by law, Google, and Google’s suppliers and distributors, will not be responsible for

lost prots, revenues, or data, nancial losses or indirect, special, consequential, exemplary, or punitive

damages. In all cases, Google, and its suppliers and distributors, will not be liable for any loss or

damage that is not reasonably foreseeable.”

Your data is the lifeline of your organization, and data loss events happen every day. While Google

may aord you protection from errors at their end, it is your job to protect your data from the ever-

prevalent threats that are beyond their control.

What types and causes of Google Workspace data loss does Unitrends cover?

Spanning Backup for Google Workspace protects your business against a wide range of events that

cause data loss in Google Workspace, including:

º User error

º File deletion – accidental or intentional/malicious

º Ransomware, viruses or malware – including those that disrupt versioning. If ransomware has

infected large amounts of your data, Unitrends Support can help determine which backups were

created before the attack and what the best path to recovery is

º File overwrites in the Team Drive Business folder

º Google Workspace sync issues

º Third-party software that interferes with Google Workspace

º Data purged by improperly congured retention rules in Google Vault

º And more

Regardless of the cause of data loss, all previously backed up versions of les are recoverable with

Spanning Backup. Retention times can be customized based on license type and data type.

SPANNING BACKUP FOR GOOGLE WORKSPACE - FAQs

What is backed up by Spanning Backup for Google Workspace?

Spanning Backup for Google Workspace covers all the essential apps: Gmail, Google Drive (including

Team Drives), Calendars, Contacts and Sites. With no limit on storage capacity or the number of

backups, your organization can rest easy knowing all your critical Google Workspace data is fully

backed up and protected. Spanning Backup for Google Workspace includes:

º Unlimited storage

º Unlimited versions

º Automated daily backups

º On-demand backups

º Gmail backup

º Drive backup

º Team Drives backup

º Calendars backup

º Contacts backup

º Sites backup

º Shared les backup

What is the installation and setup process like for Spanning Backup for

Google Workspace?

Setup for Spanning Backup for Google Workspace is easy and requires no on-premises software or

hardware. Upon installation, Spanning will request Google Workspace API permission to access your

domain. Once you grant authorization, Spanning provides a 14-day free trial with 100 trial licenses

that you can assign to users through the user interface or via our API.

How much backup storage and retention will I have?

Spanning Backup for Google Workspace delivers exible retention and storage in the cloud for one

low price per user. Choose the policy that ts your budget and compliance requirements — licensed

at 1-year or unlimited retention. Also, easily customize policies based on your needs, such as 1 year

for documents and 90 days for email.

Note:

The default retention is set globally at either 1 year or unlimited, based on the license type

purchased. The same license type must be purchased for all users in the Google Workspace

environment. It is not possible to install a mix of 1-year and unlimited licenses in one environment.

1-year retention licenses are not available for MSPs.

SPANNING BACKUP FOR GOOGLE WORKSPACE - FAQs

What is Google Vault?

Google Vault is a native Google Workspace application that primarily serves to assist organizations

with a means of archiving and eDiscovery for compliance and/or legal matters. Google Vault allows

organizations to archive data with retention rules, preserve users by placing legal holds, search the

organization’s data using various search operators, export data for further processing and review

actions of Vault users via audit reports.

Is Google Vault a backup?

Google Vault is not a backup by denition, although it can potentially restore lost data in certain

instances. The important thing to remember when distinguishing Google Vault from a backup

solution is that Google Vault’s chief function is to archive and retain data so that it is easily located

in the future. Backup solutions exist to preserve the integrity of data by continuously producing a

copy that may be substituted if the primary data is compromised. Attempting to use Google Vault for

backup purposes will ultimately prove tedious and unsatisfactory.

What does Google Takeout do?

Google Takeout is a service provided by Google that aords users the ability to freely export and

archive their data. Google Takeout allows users to export data from products such as Gmail,

YouTube, Google Hangouts, Google Photos, Blogger and dozens of others. Exports are delivered in a

variety of manners via a .zip or .tgz le.

Is Google Takeout a backup?

Although Google Takeout is not designed as a backup solution, it can theoretically be used for such

purposes. Google Takeout was created by an internal engineering team known as the Google Data

Liberation Front as a means for users to simply extract their data from within Google products,

regardless of motive. Thus, Google Takeout provides a copy of data that could be used for restoration

in a data loss event, although maintaining such a process — especially within large organizations —

is impractical and comes without many of the functionalities and capabilities aorded by modern

backup solutions.

Native Google Backup

capabilities and limitations

SPANNING BACKUP FOR GOOGLE WORKSPACE - FAQs

What is Google Backup and Sync?

Google Backup and Sync is downloadable software that allows users to take data stored on their Mac

or PC, such as documents, photos and videos, and systematically sync them to their Google Drive

account in the cloud. Backup and Sync was introduced in July 2017 as a replacement for the Google

Drive desktop client, which has since been discontinued. The application primarily serves to make

synced data remotely accessible while safeguarding from hardware failure and risks associated with

physical data storage.

Does Google Workspace back up data automatically?

Google does back up your Google Workspace data to guarantee that your data remains accessible

at all times and to support their internal backup and disaster recovery plans. However, these

backups are not available to admins or end users and exist solely to safeguard Google from their

own mishaps. Therefore, they do not protect data from errors on your behalf such as user deletion

(whether intentional or accidental), programmatic errors and malware.

SPANNING BACKUP FOR GOOGLE WORKSPACE - FAQs

Google

data recovery

Does Spanning support granular recovery?

Yes, we support granular recovery, meaning you choose the item or le you want to restore.

What is the recovery process like? Who performs recoveries?

Recovery is easy, immediate and self-service through the Spanning user interface. Admins and end

users alike can conduct restores.

What types of ﬁles can be restored and how does it work?

Restore options and features for Spanning Backup for Google Workspace include:

What retention seings can I set for my Google Workspace backups?

Default retention settings are set by your license (either 1 year or unlimited), but you can customize

settings by data type. For example, you may choose to retain documents for 1 year and email

for 90 days. All retention settings are global and apply to all Spanning licenses within a Google

Workspace environment.

Note:

1-year retention licenses are not available for MSPs.

Can I choose where my backup is stored?

Spanning provides data center storage options in the United States, Canada, EU (Ireland)

and Australia.

Where is my backup recovered to?

Admins can restore backed up user data into the same Google Workspace user’s account or any

other account on the domain. End users can recover data to their accounts.

º Point-in-time restore

º Search-based restore

º Label-base restore

º Granular email restore

º Granular folder and le restore

º Sharing settings restore

º Cross-user restore

º Whole account exports

º Piecemeal downloads

º End user self-service restore

SPANNING BACKUP FOR GOOGLE WORKSPACE - FAQs

Does the solution recover data without overwriting more recent changes?

Spanning conducts non-destructive restores and creates a new folder or site in which to locate the

restored content, from where it can then be moved to the desired location.

Can I restore backed up data from one user to another?

Yes. While admins and end users can restore data directly into their accounts, admins can also

restore data into any other account on the tenant.

What administration and reporting features are included?

Spanning Backup for Google Workspace delivers detailed status monitoring and transparent

reporting. Features include:

º Backup history dashboard

º Granular backup controls

º Error correction suggestions

º Status update emails

º Immutable audit log

º Email retention policies

º Named user access controls

º Super Admin, Help Desk Admin options

º Individual license management

º Organizational license management

º Administrator API

SPANNING BACKUP FOR GOOGLE WORKSPACE - FAQs

Is my backup secure?

Yes. Spanning is SOC 2 Type II certied, regularly completing rigorous audits of security procedures

and processes. Spanning Backup protects data at rest with 256-bit AES object-level encryption and

all data in transit is also protected with Secure Socket Layer (SSL) encryption. Spanning Backup

for Google Workspace also uses OAuth 2.0 authorization and authentication, meaning no admin

credentials are stored, thereby eliminating the risk of compromised account access.

Security features include:

Is the service HIPAA compliant? Can you provide me with a Business Associate

Agreement (BAA)?

Yes. Spanning Backup for Google Workspace is compliant with the Health Insurance Portability and

Accountability Act (HIPAA) and EU-U.S. Privacy Shield Framework. Spanning can provide customers

with a Business Associate Agreement (BAA) as well.

Can administrators review logs of data backup and recovery operations?

Yes. All user and admin actions are tracked in an immutable activity log.

For more details on security, please visit:

www.unitrends.com/wp-content/uploads/UNI-DS-Spanning-Backup-Google-Workspace.pdf

Security,

Licensing and Billing

º SOC 2 compliance

º Application-level authentication

º Strong encryption

º Intrusion detection

º Compartmentalized access

º HIPAA compliance

º Third-party certications and audits

º BB EU Privacy Shield certied

º GDPR compliant

SPANNING BACKUP FOR GOOGLE WORKSPACE - FAQs

How is Spanning Backup for Google Workspace licensed and priced?

Pricing is per user, per month, with discounts available for large user sets or non-prot organizations.

A variety of pricing options and payment terms are available, so you can nd the package that ts

your budget and SLAs. License prices dier based on the default retention policy you choose, either 1

year or unlimited. A minimum of 25 users is required.

Note:

1-year retention licenses are not available for MSPs.

Can I license just a subset of my Google Workspace users on Spanning Backup?

Yes. You may choose to protect only a selected group of users. Licenses can be managed by the user

interface or programmatically via the API. However, you must choose a single license type (either

1-year retention or unlimited retention) for the entire group of licenses within a single tenant.

What do I pay for backup storage?

Nothing. Backup storage with either 1-year or unlimited retention is included in your Spanning

Backup for Google Workspace license.

Note:

1-year retention licenses are not available for MSPs.

Why can’t MSPs purchase 1-year retention licenses?

The 1-year retention licenses were built specically for SMB organizations with direct licensing.

MSP purchases are structured dierently and include volume discounts. However, MSPs and their

customers can still use 1-year retention —MSP administrators can limit retention to 1 year (or less) as

well as customize retention settings by data type.

Are any Google Workspace backups stored on my Unitrends Recovery Series or

Unitrends Enterprise Backup appliance?

Spanning Backup for Google Workspace backups are stored in the cloud, not on your Unitrends

appliance. You can manage all of your Unitrends backup environments, including backup appliances

and SaaS backups, from one screen with Unitrends UniView.

SPANNING BACKUP FOR GOOGLE WORKSPACE - FAQs

What do I pay for recoveries and bandwidth?

Nothing. Recover as much data, as often as you need to, with no fees.

If I remove users from my Google Workspace account and/or delete their active

directory accounts, what happens to their backups? How am I billed?

Backups for deleted Google Workspace users will remain available as long as the user retains a

Spanning license and your subscription is active. If you unassign a Spanning license from any user,

the backups will be removed after 30 days.

What information is provided by Spanning Dark Web Monitoring?

The report will include any email address associated with every Google Workspace domain available

on the dark web. It includes inactive emails, shared email addresses and aliases, plus emails of users

that are not licensed for Spanning Backup. If the password is also available, it will be masked and only

the rst ve characters will be visible.

How is Spanning Dark Web Monitoring licensed and priced?

While Spanning Dark Web Monitoring is tenant and domain-based, and licensing is priced on a

per-user, per-year basis, it must correspond to the number of users licensed for Spanning Backup.

SPANNING BACKUP FOR GOOGLE WORKSPACE - FAQs

    

Unitrends makes ecient, reliable backup and recovery as eortless and hassle-free as possible.

We combine deep expertise gained over thirty years of focussing on backup and recovery with

next generation backup appliances and cloud purpose-built to make data protection simpler, more

automated and more resilient than any other solution in the industry.

Learn more by visiting unitrends.com or follow us on LinkedIn and Twitter @Unitrends.

    

ABOUT UNITRENDS

Protect your Google Workspace data and your business with the highest-rated

backup and recovery solution in the Google Workspace Marketplace.

To get started, visit: www.unitrends.com/get-started

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