Compliance with a legal requirements
In Microsoft 365, the user plays a critical role (data owner) when it comes to data and meeting compliance and legal requirements. As the data processor, Microsoft ensures that measures are in place, regulatory controls implemented and industry certification are up to date. It offers limited functionality to help businesses meet legal and regulatory requirements. One of them is the Litigation Hold feature that will permanently freeze data, preventing deletion. The downside of this solution is a storage limited to 100GB, so bigger companies will probably exceed this limit pretty quickly. Moreover, Litigation Holds works on currently available data so it does not include all previously deleted information. Legal requirements, compliance requirements, and access regulations vary between industries and countries (we have f.ex.Sarbanes-Oxley Act of 2002, and The Federal Rules of Civil Procedure in the USA, but General Data Protection Regulation - GDPR - in the European Union). However, fines, penalties, and legal disputes are probably high everywhere.
The third-party backup solution is exactly what organizations need to keep data as long as it is essential or to meet financial regulations, produce evidence for legal casesand document consumer data usage.