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Microsoft 365 customers are adopting OneDrive for Business and SharePoint Online (SPO). Many plan to migrate user directories into OneDrive, and departmental and corporate file shares into SPO.

In theory, this works fine. But a few problems are common, such as:

  • If you are a large enterprise with large amounts of old data, you can overload the OneDrive for Business sync engine.
  • Some of the unstructured data you are storing might not be a good fit for storing in Microsoft 365. For example, large video files, application data, or closed project archives.
  • Finally, there is the issue of premium storage costs in SPO. Companies with more than 5TB in SPO are introduced to the monthly fees for storing additional data in SPO. Of course, you are welcome to store as much data in SPO as you need to – if you pay the premium storage costs. Storage beyond 5TB is going to cost more, and past 25TB you can add more storage in 25TB increments.

IT leaders are considering their options – looking to migrate less data into SPO, while keeping the data accessible to their users. They struggle to find a cloud-based solution that provides easy access to those older files. Plus, there must be a solution to the ongoing issue of growing data in SPO.

Raising the value proposition of SharePoint backup

You can get the advantages of SharePoint Online without losing your shirt or sacrificing your data. The fix is to store less data in SPO to avoid high storage prices by placing your less-active data into an intelligent online archive on the same cloud that fully integrates with SPO.

For example: A company with 43TB of data on file shares wanted to migrate the data to SPO. When they realized the cost due to expensive storage above 5TB, they explored the cost of running SharePoint Server in AWS themselves – only to find that this was an even more expensive approach.

Instead, they turned to HubStor because it unlocked the ability to place older data in low-cost blob storage while enabling end-users to easily access and search the content on a self-service basis. Furthermore, HubStor serves to back up their SPO sites, and archive old sites so that the storage demand in SPO stays lean and mean.

Download eBook: Selecting the Right Office 365 Backup Solution

The net result: Instead of migrating all of their 43TB of file share data into SPO, they migrated 4TB to stay well below premium storage prices. They archived the remaining 39TB to HubStor, their intelligent archive in Microsoft Azure, where monthly storage costs are far lower and allow them to have full file access and governance features in the archive. As users create new data in SPO, less-recently accessed data is now automatically migrated to their HubStor archive to avoid SPO above-the-limit storage costs.

Integrating SharePoint Online and HubStor

HubStor supports SharePoint Online out-of-the-box for fully integrated backup and archive. Users work on active files in SharePoint Online’s collaborative environment, and HubStor serves to back up this content while automatically archiving less-active content to Azure blob storage. The benefits are compelling:

  • Lower cost. Comparing the cost of storing large archive data volumes between SharePoint Online and HubStor shows a huge difference. HubStor pricing is anywhere from under half to one tenth of the storage cost of SharePoint Online, depending on the data volume, redundancy requirements, and storage tiers in use.
  • Keep archived data accessible. Archived data doesn’t freeze in long-term archive storage. You have options on how your end-users can access the archives going forward. HubStor can virtualize the data in Windows Server so that users do not have to learn a different interface and you can avoid growing storage demands on-premises. Additionally, HubStor includes a web user portal where end-users can browse, search, and access archived content through their browser. HubStor can also create retrieval links on file shares and within OneDrive for Business or SPO sites, giving users the ability to access or restore archived files from within Microsoft 365. HubStor works with Azure Active Directory (AD) and syncs security access control lists (ACLs) so your archives in your HubStor tenant are governed by the same authentication and authorization you’re using in Microsoft 365.
  • Preserve data value. HubStor’s self-service administration portal allows IT to manage both their SPO and HubStor archived data, including configuration of policy-driven migration rules for compliance purposes from SPO to the archive. They can also use legal holds, data retention, and data classification just like they can in SharePoint Online. Azure security settings minimize security risks, and IT can use HubStor to backup Microsoft 365 and SharePoint Online for added data protection.
  • Advanced search capabilities. All content within HubStor is processed by our indexing service which enables blazingly fast search results across multiple data sources from a single unified browser-based console. HubStor takes search capabilities a step further by creating transcripts of all audio and video files and adding the transcripts to the content index, allowing relevant recordings to appear in search results.

SharePoint Online is great for user collaboration and sharing if you don’t let its high storage costs sneak up on you. By archiving with HubStor, you can control SPO costs while adding data-aware intelligence and protection to your entire Microsoft 365 environment.

To learn more about HubStor’s SharePoint Online backup capabilities, get in touch with our team or download the Selecting the Right Office 365 Backup Solution eBook.

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