Create a backup plan to:
- Determine what data to back up
- How often to back up
- What medium to use
- Where to store data
for safekeeping
Getting Organized
Designate
one person as coordinator and record keeper of all backups. The backup
plan should be put in writing and kept with your organization's
policies and procedures documentation. Include the following in your
backup plan:
- Name of backup coordinator and record keeper
- Method(s) used for data backups, with a checklist of procedures
- Frequency of data backups
- Location of on-site data storage
- Location of off-site data storage
- Types of data (general) to be backed up
Record Keeping
The backup coordinator should keep a hard-copy log of the dates and times at which backups occurred. What to Back Up?
Option 1: Back up everything on your hard drive. This approach:
- Offers the greatest amount of data security
- Allows for one-step restoration of total memory loss
- Can often be done automatically during off-hoursThe downside of this approach is that it can be costly
Option 2: Back up only data that is necessary for the basic
functioning of your organization. While a complete backup is
recommended for its ease and added security, it is not a viable option
for every organization. Keep in mind that maintaining regular partial
backups will require more planning and vigilance because it cannot be
done in one easy step.
Any work not easily replaceable should be considered essential. Here are some examples:
- Word processing
- In-progress documents
- Final drafts
- Important letters/memos
Databases
- Address books
- Accounting records
- Schedules/calendars
Internet-related data
- Bookmarks
- Archived e-mail
- Preferences/configurations
You should also have a backup of any software programs for which you don't have original disks/CDs.
When and Where to
Back Up
Create
two backups and store them in separate locations. One long-term backup,
updated at least once a month, should be kept off-site. This
ensuresthat one backup will be safe in the event of a building disaster.
Another backup can be kept more readily accessible in the office and should be updated on a weekly or daily basis.
Storage Capacity
Each
backup medium has a different data storage capacity. The amount of data
to be stored is a determining factor for which backup method to use.
Another subtopic in the Backup series, "Choosing a Backup Method," covers a variety of backup method options.
Test Your Backup Plan
It is important to periodically test your backup process to make certain that it is saving the data properly. |
