The Things you Need to Know Before writing a Data Backup Policy
Conducting regular data backup of critical data is not only essential but also vital for the existence of the business. Business can adopt simple backup solutions or settle for more sophisticated but consistent options.
What is data backup policy?
It is a pre-defined schedule whereby information from user files are copied to a disk to ensure and facilitate data recovery in the instance of data loss.
It may set out to run data backup once in a while. For example, some companies will automate data backup every day at a particular time.
Data backup should be done in two phases. On-site and off-site. This is to ensure that in case of data destruction in the on-site, data can still be recovered from the off-site.
So, what do you need to consider before writing a data backup policy?
Before we get into details of what is needed, let’s discuss why data backup policy is a necessity.
Take for example a situation where there is a disaster in your office. You cannot access it and will somehow take you a week to. Without a clear data policy, it will be impossible to know when the last backup was conducted and how old is the data.
It is for such reasons that the importance of the policy is emphasized. With it, you will be in a position to know when the last backup was done and whom to consult. The guidelines will also guide people on how to get data restored with ease.
Below some things you need to consider:
1. What to backup
In a typical situation, all data is valuable and should be backed up. But, considering the nature and purpose of your business, some information might not necessarily be backed up.
The saved data should be in a position to keep the business running just in case it has to start from scratch.
Also, consider if you’ll run full backup or partial backup.
2. Security measures
Decide whether to carry out a cloud or off-line type of backup. For off-line, the data will not be on the active system. This ensures it is safely protected. On the downside, recovery might be slow.
For most cloud backup solution, the recovery of data is fast but the security essence of the backed up data can be reduced significantly compared to an offline solution.
3. How and where to back up
Will you back up the data in offline mode or are you going to incorporate cloud backup solutions?
Before writing the policy, it’s advisable to consider where the backup will take place.
A clear benefit of cloud backup option is that it creates disaster recovery and standard backup.
An offline option might be fast in terms of recovery but lacks protection from firewalls.
You need to know whom to assign the task of carrying out backups and recoveries. He or she should be the one responsible for the safety of the data and should be held accountable in case of data loss.
The persons should not be more than two.
5. Time to backup
Typically, most businesses will carry out backup during off-business times.
It is therefore vital to gauge your preferred time. The frequency of backup also should be put into consideration. Should the backup run daily, weekly or monthly?
The sensitivity of the data will help you come to a concrete conclusion.
In present times, people use smartphones more than laptops and computers. Have software that includes backup of data from a mobile phone.
Consider the security measures that the software includes. Go for software the enables data encryption, re-duplication, and compression
Also, consider the ease of use when conducting backup and recovery.
Traditional backup solutions are expensive and may not offer much security measures as the new solutions.
The new cloud backup alternatives are cheap, but with tight security features. Their customer base is growing daily hence posing a threat to the traditional players.
It is upon you to gauge what type of backup option you need based on the cost.
It is no doubt that every serious and professional business should have data backup policy well outlined. This will ensure all the client data is safe and can be retrieved, in case it is needed for evidence.
It’s upon you to consider the above points and come up with a policy that will best fit the nature of your business.