LAN Backup and Archiving Plan
Number: ENT-NET-010
Established for: State of Montana Information Technology Enterprise
LOIS MENZIES, Director
Department of Administration
March 11, 1998
Policy - Requirements
This policy refers to local area networks which includes file servers and workstations.
For the purposes of this policy, the following definitions apply:
Backup: A disk or tape on which important data is duplicated for the purpose of safety. Should the original stored information become corrupt or lost, the information can be retrieved from the backup. A backup allows for recovery of data in the case of a disaster.
Electronic Archiving: The act of storing electronic files for future retrieval. If an electronic document is ever needed in the future, it should be archived. Only select documents should be archived.
Archives: Those records that have been determined to have sufficient historical or other value to warrant their permanent preservation and that have been transferred to the State Archive's custody.
Each agency must have a written backup plan including a backup schedule, backup process and a list of mission critical applications. Agencies should consider their current electronic archiving process (the storing of files for future retrieval, not the process of sending documents to the State Archives) while developing their backup plan. Agencies cannot use the backup process as an electronic archiving method; a separate electronic archiving process and plan must be developed. The backup plan must be reviewed annually and periodically tested by the agency network administrator. Each agency must maintain a notification list of designated staff to be contacted in an emergency. A copy of this list must be kept in a secure location, such as with off-site backups, and be readily accessible in case of an emergency.
At a minimum, modified data on file servers must be backed up at the end of each work day and a full system backup must be performed at least once a week. Mission critical data should be backed up, regardless of where it resides. On a monthly basis at least one full backup must be stored off-site.
Agencies must retain backup tapes for no longer than thirty (30) days unless this retention schedule is extended by an agency head to address a compelling business need for the agency. The backup tapes must be erased and reused, or destroyed, after thirty (30) days.
Weekly backups of the NetWare Directory Structure (NDS) will be completed by the Network Systems Operating Work Group, Information Services Division, Department of Administration. Network Administrators must contact the Network Systems Operating Work Group, Information Services Division, Department of Administration for NDS restorations.
Background - History on the creation of or changes to this policy
This policy was originally created by the NetWare Managers Group Policy Committee. It was then modified to reflect concerns of document and e-mail retention and was reviewed by an ad hoc committee created by Lois Menzies, Director of the Department of Administration. The Information Technology Advisory Council reviewed and approved this policy.
Guidelines - Recommendations, not requirements
It is recommended agencies maintain a list of hardware specifications for all critical systems to insure appropriate replacement hardware can be provided in case of a disaster. Network administrators should be trained in the use of current backup hardware, software and policies. Agencies should insure users are trained in proper workstation backup procedures.
It is also recommended agencies maintain a set of diskettes containing an emergency recovery configuration and backup software both on-site and off-site. Agencies should test the viability of these diskettes to recover the system and load the backup software in order to perform a full system restore.
A consideration for an agency's electronic archiving plan is to designate certain directories or drives for electronic archiving. These directories or drives should not contain e-mail or documents which are considered temporary. Another consideration for an agency's electronic archiving plan is to include a migration plan for transferring data from one media to another as technology changes.
References - Laws, rules, standard operating procedures and applicable policies