Google's backup solution versus Crashplan from Code42 - clarified!

In a recent article by Code42 titled 'Google Drive is a Bad Backup', they attempt to explain how Drive fails as an adequate backup solution. Occasionally, we do encounter users who ask if Google Drive is a reliable solution to store all their invaluable data, and if it's necessary to consider a third party backup utility. This post aims introduces an answer and also clarify the misstatements from the Code42 article.

One thing we can all agree on; Google is constantly updating and adding improved features to it's applications. Google Drive is no different and is being upgraded into a robust backup tool. Instead of having files reside inside the Drive folder, Drive can now monitor and backup files inside of any folder you point it to. This can include your desktop, your entire documents folder, and even other more specific locations. The new feature is out in the form of a new app called Backup and Sync.

Code42 claims, "Google Drive puts the burden on your users. Files don’t just appear in Google Drive. Your users have to manually select and upload each file for sharing or saving. When used as backup, this puts a huge burden on your users. You’re asking them to stop what they’re doing, several times each day, to manually back up every new file they’ve created". This simply isn't true, Drive has auto sync capabilities that lets users choose the folders they want to sync so they don't have to select each file and upload manually. Check out this support document from Google that explains how.

Code42 goes on to claim, "Google Drive doesn’t cover all your data. Users want to back up all their files. But they only want to share some of them. In fact, some of users’ most valuable files are those they hold most closely—and are reluctant to share. Anything they choose not to manually share is not backed up and can’t be recovered in a data loss incident". Again, not true. By default nothing is shared and remains private. Users aren't required to 'share' a file in order to back it up or sync it with Drive. Files that are not intended for sharing can easily be synced and backed up into Drive. See 'change your back up and sync settings' on this support page.

Another false statement by Code42; "Google Drive makes user error everyone’s problem. Google Drive is focused on moving work forward—not going back. If a user accidentally deletes a file and doesn’t realize it in time, it’s lost forever. Worse, that deleted file is now gone from everyone’s Google Drive". Google Drive, although focused on moving work forward, also offers the chance to recover deleted files. You can do this via your trash bin. If the file still isn't visible, you can contact a Google Drive specialist from your support page (in the admin console) to assist you. Learn more about file recovery. In addition, Team Drives were introduced to allow teams to effectively collaborate on files without losing access in case the 'initial owner' of the file leaves the team. Unlike files in My Drive, files in Team Drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so the team can continue to share information and get work done.

Google understands that users already keep their most important files and photos in different places, such as a desktop, phone, USB drive, SD card etc. It's a challenge to keep all these scattered files secure, backed up, and organized, which is why Backup and Sync was created. It’s essentially the latest version of Google Drive for Mac and PC and is an easier, speedier, and much more reliable way to protect files and photos safely in Google Drive and Google Photos. This means files are no longer trapped on your computer and other devices. Simply choose the folders you want to back up, and the app will take care of the rest!

This is a huge improvement from the previous iteration of Drive for Mac and PC but it's not perfect for businesses, which is why it's primarily intended for consumer users, for now at least. It's also important to keep in mind that Backup and Sync is not a replacement for a restore tool. If your computer crashes, you will not be able to use Backup and Sync to restore your operating system. Google recommends G Suite users to continue using Drive for Mac and PC until the new enterprise-focused solution, Drive File Stream (currently only available in Early Adopter Program), is made generally available to all G Suite domains later this year. Drive File Stream will allow users to access huge corporate data sets without taking up the equivalent space on their hard drives.

Ultimately, Backup and Sync takes the chore out of the traditional drag and drops or organizing files and folders to get them synced to the cloud. Check out Google's support page to learn more about the new app and possible uses you may have for it. Give us a shout if you'd like to learn more about G Suite and upcoming features.

Become a power G Suite administrator with this handy checklist!

G Suite applications create a world of possibilities for businesses of all sizes. They present an intuitive way of working that goes beyond simple business email systems. From real-time document collaboration to engaged video conferencing, the vast range of tools make it incredibly easy to boost user productivity and data security. With such great usability and functionality, it's imperative to understand the utility of the console that administers these powerful applications; The G Suite Admin console.

The G Suite Admin console is designed to provide administrators an easy way to add users, manage devices, configure security, and tweak several other settings. Centralized administration allows users to work efficiently and the ability to focus on more important tasks. The G Suite Admin console also provides access to advanced insights and usage reports. If configured and used correctly the console can be a powerful way for administrators to optimize G Suite for their users. With a broad array of functions (which can seem intimidating at first), we hope this short list will give you a better sense of administrating G Suite.

• Add users and manage Google cloud services
• If you're a growing company, you'll probably be hiring new staff. You can add new users via the admin console individually or several at once. Once new users have been added, they can begin communicating and collaborating with fellow users immediately.

• Add layers of security and privacy 
• G Suite provides excellent security features to protect your invaluable data. It's important to utilize features like enabling 2-step verification across your domain. 2-step verification blocks the majority of hacking methods to better protect your organizations data. If you haven't yet enabled 2-step verification, it's only a matter of time before one of your users has their account compromised. This can lead to an embarrassing email broadcast to your customer base!
• The console also provides access to user behaviour reports designed to help identify users that are disregarding security procedures. The reports show risky user actions, such as the installation of external apps that may threaten the integrity of the user's account.

• Control users' access to services and features
• Administrators can activate/deactivate or even tailor how certain services work for specific users or everyone. This means users can only see the services they have been granted permission for when signed in. For instance, you can activate Google Hangouts for your support team while exclusively allowing the marketing department to share public Google Sites. (Note: by default, G Suite applications are turned ON for all users and there is no action required to make the services available to users.)

• Use Google training and deployment resources
• To ensure a smooth rollout, be sure to use Google's learning resources that contain guidelines for in-app training. We often find frustrated users abandon the system simply due to lack of education and understanding. Adopt best practices and learn hidden, yet useful features, by utilizing the videos, tips, and guides in the G Suite learning center. The deployment site features templates for building an in-house learning center and planning a successful rollout.
• You can also set Chrome extensions for G Suite training that facilitate self-paced interactive lessons for your users. For full featured and thorough training on G Suite, we recommend getting in touch with us (Interlockit.com).

• Grant admin privileges to other IT staff members
• Share the power! But we recommend doing so very carefully and only with trusted users that are responsible for managing users, devices, and configuring other management settings. Remember, granting admin permission to a user means you are giving them access to the admin console!

• Google's mobile device management for iOS, Android, and Chrome devices
• Users by default have access to their G Suite accounts from their mobile devices. This creates the need to manage and enforce security policies to protect the user data. G Suite's mobile device management tools provide a way for admins to remotely wipe data from lost or stolen devices. Admins also have visibility on mobile audit logs that help determine usage.

• Add domains as aliases or separate entities for free
• Unfortunately many admins don't know that the admin console allows organizations to add many domains at no extra cost. Users can be linked to identities at one or multiple domains without compromising their ability to share services. Admins can also add domains separately or as a domain alias.

Still need assistance with the admin console? No problem! InterlockIT.com offers training, not only on G Suite applications such as Gmail, Drive, and Calendar, but also on the feature rich admin console for administrators like you! We're here to help you with a range of things, from deployment and migrations to training and day to day management. Get in touch with us today to learn more about administrating G Suite for your organization!