Microsoft OneDrive backup obligation? What companies need to know now
Microsoft will soon be rolling out a new feature that prompts Microsoft Word, Excel and PowerPoint users to automatically back up their documents with OneDrive Known Folder Move (KFM). What at first glance seems like a practical step towards data security actually has profound implications for control over your company data.
In this article, we show why this standard activation of OneDrive Backup should be critically questioned, what risks arise for companies and how you can use eperi sEcure to create secure OneDrive backups that combine data security and compliance.
Microsoft OneDrive Backup: What's behind the new note?
From May 2025, users worldwide will be prompted by a message in Microsoft 365 apps such as Word, Excel and PowerPoint to move their files to the cloud via OneDrive-KFM. The message reads:
"BACK UP THIS DOCUMENT: Share and work with others in this and other files using OneDrive".
As soon as the user follows the instructions, they select their local folders, which are automatically mirrored to the cloud. The aim: simple collaboration, cloud benefits such as AutoSave, versioning and, above all, integration into Microsoft's Copilot environment.
OneDrive Backup sounds good - but what does it mean for your data?
Microsoft promises advantages such as:
- Protection against data loss in the event of device failure
- Access files from anywhere
- Integration in Copilot services
- Automatic versioning and collaboration
But these arguments conceal a central truth: as soon as your data is in the Microsoft cloud, you lose direct control.
Possible risks:
- CLOUD Act & access by US authorities: US laws allow access to cloud data even by companies based outside the USA and even if they are located on German servers.
- Loss of data sovereignty: Companies can no longer ensure who has access to which data.
- Automatic import into AI systems: Data can be analyzed to improve AI functionalities such as Copilot.
This is not only a critical issue for companies that are subject to high data protection requirements (e.g. GDPR, DORA, NIS-2, HIPAA). For example, if an employee selects her desktop for backup in OneDrive and stores secret design plans there, these leave the sovereignty of the company.
Mandatory or optional? Who decides whether OneDrive is used?
Officially, this is a recommendation that is automatically displayed if no restrictions have been set. Admins can deactivate the notice via group policies, but must actively implement a new policy: "Restrict KFM from Office". Anyone who does not use this policy implicitly agrees to the use of OneDrive-KFM.
Two options:
- You actively block KFM - your employees do not see any notification and, in the worst case, lose all data in the event of device failure.
- You allow KFM - your users decide for themselves which data moves to the cloud.
In the worst-case scenario, the second option means that you lose control over the storage location and access security of sensitive company data.
OneDrive Protection with eperi sEcure: Security before, not after the backup
If you use OneDrive, you should not do so unprotected: With eperi sEcure, you get a OneDrive backup solution that encrypts your sensitive files before they are uploaded to the cloud.
The advantages at a glance:
- Encryption before uploading: Your data is protected before it is stored in OneDrive.
- The keys remain with you: No access for Microsoft, US authorities or third parties.
- Full functionality retained: Format, searchability and integrations remain unchanged.
- Supports Microsoft 365 Teams, Exchange and SharePoint in addition to OneDrive
- Helps to meet GDPR and industry-specific compliance requirements
Conclusion: Use OneDrive correctly - but safely!
Microsoft's OneDrive-KFM initiative can provide companies with real added value, but also headaches - which is why data protection and control must be maintained from the outset. Those who blindly rely on the cloud risk data leakage, compliance breaches and loss of trust.
With eperi sEcure you create a real OneDrive protection strategy: Your data remains under your control, encrypted and yet fully usable - for all employees, on all devices, worldwide.
Find out now how to secure your Microsoft 365 environment with eperi sEcure. Request your demo!
Knowledge that protects - your next measure for more data security
On our download page you will find free white papers and factsheets on data protection, data encryption and compliance - especially for IT managers and decision-makers.
Get compact knowledge, strategic recommendations and practical tips to effectively protect your data and securely comply with regulatory requirements such as GDPR, NIS2 and DORA.
