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MetaShare Help - FAQ

    How to backup our MetaShare documents?

    A question that often pops-up, once you have moved your documents to Office 365, is how to backup your documents and their metadata, in case of a disaster recovery scenario.

    On this page we describe what is included in the standard Office 365 license and what you can do in order to increase your options the day something would happen to any of the components in your document management solution.

    Office 365's built in backup and recovery

    All documents accessed through MetaShare are stored in SharePoint Online. If any document or any earlier versions of a document is deleted they can easily be restored from the recycle, up to 93 days after they were deleted. Restored documents will be restored with intact version history and metadata tagging. Deleted workspaces can also be restored up to 93 days of deletion.

    There are however certain components in SharePoint that are not sent to a recycle bin when they are deleted. Some examples are:

    • Term store data
    • Content type hub
    • Content types and columns

    If someone accidentally deletes any of these then it could be a tedious and expensive operation to restore your environment. Therefore you might want to consider looking at a 3rd party application for backup and restore.

    Things that you may want to consider

    Apart from the procedure of backing up and restoring document and workspaces you might also want to consider:

    • Other Office 365 and Azure functionality
      • Maybe you need to backup other thing in your Office 365 than your files, maybe even Azure VM.
    • Redirected or offline restore
      • You may want to consider whether you have the need to be able to restore your data to a different location or even another online location or to your local data center.
    • Where to store the backups
      • Do you have specific requirements for where the backup files are stored, maybe you even want to store it locally or in another cloud service to have it redundant.

    Third party backup applications

    Below are some of the most common backup applications. Be aware that the devil is in the details when it comes to recovery, so we suggest you verify all your use-cases before selecting an application. Just because the specification says it is supported, the way it is supported may not be enough, e.g. even if the documentation says it supports restoring deleted site columns/metadata they may not support it if you don’t restore the whole site. In some applications not all column types can be restored.

    Functionality matrix

    In the matrix below we have tried to summarize the capabilities of these 4 backup applications:

    *Currently Office 365 does not have any API for restoring the term store, AvePoint backs it up but can only restore the data as HTML and TXT files so the terms have to be added back manually using PowerShell if a recover is needed.