What is backed up, and what is not
Updated 10 November 2026 · How we work
A plain-language guide to which of your files and emails are protected, where the gaps usually are, and how to keep your work on the safe side.
"Is it backed up?" is one of the most important questions in IT, and the honest answer is that it depends on where the file is saved. This article explains how to tell, so nothing important lives in a place that is not protected.
Microsoft 365: email, OneDrive, SharePoint and Teams
For clients on a managed plan, mailboxes, OneDrive files and SharePoint sites (which includes files shared in Teams channels) are backed up every day with Wisecom Atlas, to storage we control. We keep daily copies for 30 days and monthly copies for a year. This is separate from Microsoft's own recycle bins, and it protects you if something is deleted, overwritten or encrypted. Details are in How your Microsoft 365 backup works.
Files on your computer
Where we have linked your Desktop and Documents folders to OneDrive, files saved there are covered by the backup above. Files saved anywhere else on the computer, such as the Downloads folder, a folder you created directly on the C drive, or data stored inside a program, are not covered unless your service agreement includes a backup of that computer. If you are not sure, ask us and we will check.
Servers, shared drives and business software
If you have a server or network drive in the office, or business software that keeps its own database, how it is backed up is set out in your service agreement and in your handover documents. Wherever we look after a server, we aim for a copy in the cloud as well as a copy on site, so a single failure, theft or fire cannot take both.
Things that are usually not backed up
Files on USB sticks and external drives, personal cloud accounts such as a personal Dropbox or Google Drive, text messages and photos on phones, and anything in a free web service someone signed up for on their own. If your business relies on any of these, tell us and we will suggest a better home for the data.
How to stay on the safe side
Save work in OneDrive, SharePoint or Teams, not just on the computer. Do not keep the only copy of anything important on a USB stick. And when you start using a new online service for business information, let us know so we can include it in the plan.
How you know backups work
A backup is only as good as the last time it was restored. We regularly test-restore a sample for each client and record the date on your monthly report. You can also ask us for a test restore at any time.
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