Backup policies: creating and editing

A backup policy defines the data types to back up, how often, how long to keep them, which file types to include or exclude, and which storage bucket the backups go to. Go to Backup > Policies.

Once created, a policy has to be assigned before it protects anything. See Backup policies.

What has changed

In Backup V1.17

Backup can now store data in more than one storage bucket, each in its own region. Each user and shared drive policy has a Storage bucket field that says which bucket its backups go to. Your existing bucket stays as the default, so existing policies carry on as before.

In Backup V1.16

The Backup interface was rebuilt to match the rest of Automate. Your policies, your data and your schedules were unchanged. The create and edit policy screens were rebuilt, and the functionality stayed the same.

Before

After

Creating a policy

1. Select Create new policy.
2. Choose the policy type: User backup or Shared Drive backup.
3. Enter a name and description. Use something you will recognise later, such as "Marketing team backup" rather than "Backup 1".
4. Turn Backup enabled on. You can leave it off to assign the policy now and start it later.
5. Choose the Storage bucket the backups go to.
6. Choose the item types: Mail, Drive, Calendar, Contacts and Chats.
7. Set the retention period, backup frequency and file types.
8. Select Save.

Storage bucket sits under the policy name and description. It is the destination for all backup data from the policy, and each bucket in the list shows its region.

Storage bucket

The Storage bucket field says which bucket this policy's backups go to. Buckets are set up in Storage configuration. See Backup storage configuration.

• If you only have one bucket, every policy uses it.
• To keep regions apart, point each policy at the bucket for that region. For example, an EU policy can send EU users' backups to an EU bucket, and a US policy can send US users' backups to a US bucket.

Changing a policy's bucket

Changing the bucket won't restart backups. New backups for everyone on the policy go to the bucket you choose.

• Data already backed up stays in the bucket it was written to.
• Restoration and purge read the bucket from the backup itself, so earlier backups can still be restored from the old bucket.

When you change the bucket, the policy form explains what happens:

• No new initial backup is taken.
• Existing user data is not migrated to the new bucket.
• Existing user data is not deleted, but it follows the policy's retention period.
• Restores may use data from both buckets, so keep the current bucket available.

Retention period

Retention controls how long data is kept once a user leaves or the policy is removed.

A new policy shows the retention set in Storage configuration, so you only need to change it if this policy needs something different.

• Indefinite retention: data is never purged from the storage bucket.
• Retain for: a number of days, after which data is purged automatically. You can set a different value per data type.

Backup frequency

Set how often backups run for each item type. There is a recommended option, which is the most optimised frequency, and the default is every four hours. You can choose something else, but consider the storage cost.

Limiting how far back the first backup goes

You can limit how far back a first backup goes for Drive, My Drive and shared drives, so it captures a defined period rather than everything ever created. This helps on domains with long Drive histories, where a first backup would otherwise take a long time and consume a lot of storage.

Set the history limit when you create or edit a policy. It is also shown in Storage configuration.

Including and excluding file types

You can include or exclude specific file types from a backup. It is configured at organisation level, in Storage configuration, and per policy. A policy takes the organisation level setting by default, and a toggle switches the configuration on and off.

The core file types available are JPEG, PDF, JSON, KM2, MP3, Google Sheet, Google Doc, Google Slide, Excel, Word, PowerPoint and .txt.

Editing a policy

1. Go to Backup > Policies.
2. Select the policy row, or choose Edit policy from the actions menu.
3. The details panel opens on the right, showing the current settings and assignments.
4. Select Edit, make your changes, and Save.

You can change the name and description, turn backup on or off, change the storage bucket, change item types, and adjust retention, frequency and file type exclusions.

Checking what a policy affects

Before editing, it is worth seeing who is on it. Open the policy and select the Assignments tab for the full list of organisational units, Smart Teams and shared drives using it.

Common questions

Why does my retention say Custom?

Because a retention value was changed on the policy. A Custom policy does not follow Storage configuration any more. Use Reset to default if you want it linked again.

I changed retention in Storage configuration and one policy did not update

That policy is marked Custom. Reset it to default, or set the value on the policy directly.

I changed the bucket. Can I still restore older backups?

Yes. Restoration reads the bucket from the backup itself, so older backups are restored from the bucket they were written to.

I cannot save my changes

If the warning mentions scopes or domain-wide delegation, see Troubleshooting Backup Policy Errors.