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Google Workspace backup software

Independent backup for Gmail, Google Drive, shared drives, Calendar and Contacts, with quick restores and retention you control.

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In short: Google Workspace backup software copies Gmail, Drive, shared drives, Calendar and Contacts to storage outside your Google account several times a day, so you can restore individual items or whole accounts after deletion, ransomware or a compromised account. Google Vault is for retention and eDiscovery, not backup. Backup is usually licensed per user.

Why back up Google Workspace?

Google Workspace is reliable, but like any cloud service it works on a shared responsibility basis: Google keeps the service running, and you are responsible for your data. Problems that Google's own tools do not fully solve include:

  • Deletion beyond the trash period: items deleted from Drive and Gmail trash are only recoverable for a limited time
  • Malicious or accidental change: a compromised account, a disgruntled leaver, or a sync tool that overwrites files
  • Ransomware reaching files through synced desktops
  • Leavers: deleting a user deletes their data unless it is transferred or archived first

Google Vault, included in some editions, is designed for retention, legal holds and eDiscovery. Vault is not designed as a backup: it has no simple point-in-time restore, and getting data back out of it is a slow, manual export. Independent backup gives you fast, granular restores from copies stored outside your Google tenant.

Shared drives deserve particular attention. Files in a shared drive belong to the organisation rather than an individual, which helps when people leave, but a member with the right permissions can still delete large amounts of content in one go. A backup that captures shared drives with their folder structure and permissions makes recovery from that kind of mistake straightforward.

Google Workspace backup: vendors and products we supply

What to look for

  • Coverage: Gmail, Drive (My Drive and shared drives), Calendar, Contacts and Sites
  • Automatic backup several times a day, with new users added automatically
  • Restore options: single item, folder, whole account, or export
  • Retention settings, including how long to keep leavers' data
  • Data location, encryption and immutability
  • Separate admin access to the backup console, protected by MFA
  • Point-in-time restore, so you can roll a folder or account back to a moment before a problem began
  • Search across backups to find a single message or file quickly
  • Reporting that confirms every account and shared drive is protected

How Google Workspace backup is licensed

Google Workspace backup is licensed per user, usually with unlimited storage, on monthly or annual terms. Some products protect Microsoft 365 and Google Workspace from the same console, which helps if you run both. Products include Dropsuite (also sold as NinjaOne SaaS Backup), Acronis and Axcient. Google also offers Archived User licences for keeping leavers' data inside Workspace, which some organisations use alongside backup.

Check how leavers are handled: some products keep their data at no extra charge, while others need the licence to stay active.

How to choose

  1. Confirm which Google services need protecting, especially shared drives.
  2. Decide retention for current users and leavers.
  3. Check data location and how restores work in a trial.
  4. Protect the backup console separately from your Google super admin accounts.
  5. Test a restore of a shared drive folder and a whole user account during the trial, so you know what recovery will look like.

If you are buying or renewing Google Workspace itself, see our Google Workspace licensing page.

How we help

We supply Google Workspace backup, set it up with sensible retention and help you restore when needed, all on the same account as your Google Workspace subscription if you buy that from us too. Contact us for a quote.

How Forever Systems supplies your software licences

Forever Systems Ltd supplies business software subscriptions to UK organisations from one account, with one monthly invoice and a UK team who know the products.

  • The right edition first time: we check what you need before you buy, so you are not paying for features you will never use
  • Monthly or annual terms where the vendor offers them, and help timing renewals and commitments
  • Licence changes handled for you: add or remove users, upgrade editions and true-up without starting a new contract
  • Deployment and support from engineers who run these products every day, not just a reseller account
  • Consolidated billing and renewal reminders so nothing lapses unexpectedly

We work with businesses, schools, charities and public sector organisations of all sizes.

Need a licence quote or a second opinion on your renewal?

Tell Forever Systems what you need and we will come back to you by email with options, not a hard sell.

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Frequently asked questions

Is Google Vault a backup?

No. Google Vault is for retention, legal holds and eDiscovery. It is not designed as a backup and has no simple point-in-time restore, so most organisations use a separate backup product.

How long can deleted Google Drive files be recovered?

Items in Drive trash and recently deleted items can be restored for a limited period by users or admins. After that they are permanently gone unless you have a separate backup.

Can one product back up both Google Workspace and Microsoft 365?

Yes. Several backup products protect both from one console, licensed per user for each platform.

Backup softwareCloud app, server, endpoint and disaster recovery backup.Microsoft 365 backupIndependent backup for Exchange, OneDrive, SharePoint and Teams.Server and endpoint backupImage and file backup for servers, VMs, laptops and desktops.Disaster recoveryRun critical systems in the cloud after an outage or attack.

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