With so much of our valuable data residing in Google Workspace, it’s crucial to invest in proper Google backup. You might be wondering, wait, isn’t Drive a backup solution itself? The answer is pretty simple:
If only one copy of your data lives inside Google, you don’t have backup.
If, by any chance, a file gets deleted, there’s literally no way of recovering it. In this article, we discuss the reasons for creating a backup solution for Google Workspace files. We’ll also explain why Google’s native solutions don't cut it.
Why an Additional Google Backup Solution is So Important
If you or your team works primarily in Google, there are 15 reasons to invest in a separate backup.
1. It’s impossible to reverse data loss from Google Workspace
Accidental or intentional deletions do happen, and when you lose your data, it can be very difficult to trace who removed it, and why. This makes files lost nearly impossible to recover. Here is a real-world example where Google backup could have saved the user from a tricky situation:
2. Accidental data deletion is surprisingly common
People delete Google Workspace files for a variety of reasons. They could be running out of space, or they could be cleaning up duplicates. In the process, important files often get lost. If another team member needs these files later on, a Google backup can help you restore them.
3. Google retains your data for a paltry 30 days
A file may not seem important right away, but you might require it in the future. That’s where data retention policies come into play—they enforce rules to preserve your files for several months, a year, or indefinitely. Unfortunately, data retention isn’t possible with Google Drive, which will delete everything in your trash after 30 days.
4. Google Vault isn’t available to every Google Workspace account
To cope with this retention issue, Google offers a service called Vault. The thing is, Google Vault isn’t available with every Workspace account. Only Business Plus users and above can access Vault, which provides some way to control data retention. Everyone else is left in the lurch.
5. …and Vault isn’t a backup solution in the first place
Even if you have Vault, it isn’t designed as a Google backup solution. In fact, the company states this clearly on its website.
You can’t restore files to a specific point in time and running high-volume or parallel tasks is difficult. Vault is suitable for compliance and eDiscovery, but for everything else, you need a Google backup.
6. Stolen devices might expose your data
The Google ecosystem is famous for easy access, allowing users to access their Workspace files from any location, on any device. However, if a team member’s device is lost or stolen, someone else might wreak havoc with your data. You're entirely at the mercy of fate and whatever on-device security mechanisms might be in place.
7. Google Drive isn't immune to ransomware
Just because your files are on the cloud, it doesn’t mean they are immune to ransomware attacks. Here is a real-world example from a Google user:
In case a malicious actor encrypts your valuable data and refuses to give access before you pay the ransom, it can be incredibly helpful to have another copy available through Google backup.
8. Files created in Google Workspace don’t exist anywhere else
This might seem obvious, but the fact is, you have only one copy of any file created natively in Google Workspace.
Originally, our desktop files and local storage were backed up to Drive and we’d have two copies. Now, with the evolution of Workspace and Google’s productivity tools, a lot of work originates and takes place entirely in Google.
About 73.87% of office suite users rely on this service, making it No #1 in its category. To store all of this information safely, you need a separate Google backup.
9. Google’s T&C states they take limited responsibility for data loss
You might imagine that your software vendor is responsible for the data you place under their charge, but in reality, ownership of safety and security is shared between the vendor and the user. Indeed, research shows that only 13% of businesses know that protecting their data is their own responsibility.
If a data breach were to occur, Google will take limited responsibility for the losses, as it clearly states on its website:
An additional Google backup will minimize the risk of such incidents and protect your data.
10. Without backup, data migration for new accounts and users is harder
With so many companies using Google Workspace for productivity, you’ve got to make room for new employees, handovers, and account transfers. This can be difficult without a single, consolidated Google backup of everything the employee has ever worked on.
11. Not having a backup can lead to non-compliance
Most compliance regulations like ISO 27001, GDPR, and SOC2 make it mandatory to have multiple copies of data in place. Third-party Google backup that’s separate from your primary Drive and Workspace can help you comply with these regulations.
12. Google’s own Cloud Backup is meant for infrastructure and workloads
You might be wondering if Google offers its own backup and data recovery service, and the answer is YES. In 2022, the company launched its very own Google Cloud Backup and DR solution, but here’s the catch—it’s meant only for cloud-based workloads, infrastructure, databases, and other enterprise-grade components.
If you’re looking for a straightforward, simply priced Google backup for daily work, you can consider third-party solutions from Google partners like Backup.Space.
13. Employees who leave the company can create complications
Sometimes, employees leave the organization in unfortunate circumstances—and they may not perform all the necessary steps to protect the files where they have ownership rights. This data remains exposed unless you have additional Google backup.
14. Google Takeout is limited, tedious, and time-consuming
Besides Vault and Cloud Backup, Takeout is another tool people commonly use to create copies of their workspace files. However, it has several limits. For example, you can only download 50GB at once and you can only export your entire Drive and not individual files.
Takeout is merely a way to create a local instance of your Google Drive and not a soluion for long-term backup.
15. Plug-ins and extensions could compromise your data
Did you know that a typical 10,000 SaaS user organization has an average of 4,371 apps connected to their Google Workspace? What’s more, 89% of these apps present a medium to high risk to data security. If you’ve integrated Google Workspace services with third-party extensions, then a dedicated Google backup is necessary to protect you from this risk.
Key Features to Look for in Your Google Backup Solution
A good backup solution is easy to use, noninvasive, and gives you granular control over data retention. While evaluating your options, look for:
- Automated backups: The platform should automatically synchronize with your Google Workspace several times a day.
- Point-in-time restore: You should be able to select a specific point-in-time and restore a file to that designated state.
- Comprehensive coverage: It should work with all Google services. While Drive and Gmail are the top ones, ideally, you should backup other Google data as well.
- Easy setup and use: If the backup is complicated or has too many configurations, then you won’t end up using it, leaving you exposed.
- Client-side encryption: You should be able to use your own encryption key to add an extra layer of protection, securing your data even from the vendor’s eyes.
While it isn’t a must-have, it’s a good idea to choose a Google backup that has a free plan. This allows you to test the user experience and understand if it fits your team’s needs, before you invest, both in terms of costs and effort.
What Are the Top Options for Google Backup in 2025?
Choosing the right Google backup solution can be difficult, and a bad decision can cost you later on. Here is a real-world example:
As you can see, there are a number of options available for Google users, such as Backupify and AFI.ai. Both are open solutions but bear in mind that Backupify is not transparent about its pricing and customers don’t have very good thing to say about its support.
AFI.ai is another alternative starting at $3/user/month for a minimum of five users. However, it syncs with your Workspace only 3X daily maximum and doesn’t support all Google services.
Backup.Space is another solution to consider priced at $0, $2, or $3/user/month. It automatically backs up your Google data 1X, 3X, or even 24X daily, and supports all key Google Workspace tools, including Gmail, Drive, Calendar, Contacts, Chat, Site, and Directory.
Conclusion: How to Backup Google Without Breaking the Bank or Breaking a Sweat
Investing in Google backup is a no-brainer. With so much of your critical work happening inside Google—often without local copies—your data is exposed to accidental deletions, discontent employees, and ransomware attacks.
A reliable third-party solution can protect you against all of these risks, usually at an affordable price point. Explore your Google backup options with Backup.Space today.
