Information About Upgrading to Keepit for Microsoft 365 Backup

Upheads has upgraded and migrated your Microsoft 365 backup to Keepit. The goal is to provide you with a modern, robust, and future-proof solution for backing up and restoring data in Microsoft 365.

The new backup is now active in Keepit, and a new backup history is being built there on an ongoing basis. Since your previous backup was stored in a different solution, older backup history remains in the previous environment. Therefore, we need your decision regarding how long this previous backup history should be retained in parallel.

Please submit your decision by November 6 using the form you received via email.

Questions & Answers

We have chosen Keepit as our new platform for Microsoft 365 backup because we believe the solution provides robust support for backup, recovery, operations, and support. For you as a customer, this means a more modern and future-proof backup solution for Microsoft 365.

The backup covers Microsoft 365 data based on the service you have with Upheads. This may include, for example, Exchange Online, SharePoint, OneDrive, and Teams.

The exact scope may vary depending on your service and the configuration we have previously set up. Please contact your account manager if you would like to confirm this for your specific environment.

No. The upgrade was performed in the background by Upheads and did not require any action on the part of your users.
The transition to Keepit itself was carried out at no additional cost as part of the upgrade. If you have specific requirements for retaining older backup history for a longer period than the default setting, this may need to be handled separately in consultation with your account manager.

The new backup is active in Keepit, where backups are stored for one year. The backup history is built up continuously from the start in Keepit, which means that you will gradually gain access to one year of backup history.

By "previous backup history," we mean backup data created in your previous backup solution before upgrading to Keepit. In other words, it is historical backup data from before the transition.

When the backup is moved to Keepit, a new backup history begins to be built up on the new platform. At the same time, the older backup history remains in the previous backup solution.

Therefore, you need to decide how long the older backup history should be retained in parallel after the transition. This decision is important because it affects how long historical backup data will remain available in the previous environment.

Upheads recommends that you retain your previous backup history for three months after the transition to Keepit, unless you have specific business requirements, legal requirements, or internal information security requirements that call for a longer retention period.

This recommendation is based on the assumption that the new backup is already active in Keepit and that a new backup history is being built there on an ongoing basis. At the same time, we want to avoid unnecessary duplication and dual management of historical backup data.

You should take more time to consider this if, for example, you have:
  • Internal policy requirements for longer-term backup retention
  • regulatory or legal requirements
  • ongoing audit, dispute, or investigation
  • specific operational requirements related to historical data
  • uncertainty about which backup history you might need to restore from
If you are unsure, we recommend that you ask your account manager to contact you before making a decision.

Once the selected period has elapsed, the parallel management of previous backup history will be discontinued, as you have decided. After that, Keepit will be the active backup platform for new and ongoing Microsoft 365 backups.

If you do not provide any notification, the standard three-month period will apply for the continued storage of your previous backup history in the previous solution.

Please contact your account manager if you need to change your selection or if new requirements arise. The ability to make changes depends on the timing, the selected processing method, and whether the previous backup history is still available.

The decision should be made by a person with the authority to make decisions regarding information security, IT, data protection, or operational requirements. This could be, for example, the CEO, the IT manager, the security manager, the CFO, or another authorized decision-maker.

Microsoft 365 includes built-in version history in SharePoint and OneDrive, among other services. This means that previous versions of files can typically be saved and restored directly within Microsoft 365. Microsoft states that version history is enabled by default and that the most recent 500 versions of a document can be saved automatically, depending on the settings in the environment.

Version history is a robust built-in protection feature for documents, but it is not the same as a separate backup. A separate backup is independent of Microsoft 365 and provides broader protection in the event of, for example, accidental deletion, major incidents, configuration issues, or the need for restoration outside the regular Microsoft 365 environment.

Simply put: version history and backups complement each other.

During the backup process, a special service account linked to Keepit may appear in your Microsoft 365 environment, such as in Teams or SharePoint.

The account is used solely to enable the backup platform to back up and restore data in accordance with the agreed-upon service. This is a technical requirement for the backup to function properly.

No. Users do not need to take any action in connection with the transition.

Please contact your account manager at Upheads if you have any questions, are unsure which option is right for you, or would like to discuss specific requirements.

Upheads is happy to help you reach a decision that is both sound, clear, and relevant to your business.