Data Backup Plan - Document Reference

ISO_Man

Involved In Discussions
This might be getting a bit into the weeds on document control, but I work for a company which is comprised of several sub-entities (formerly their own companies) and the data backup strategy that we all use is stored on a server at another company. I don't have access to that link, but I need to reference our data backup strategy in my own document control SOP. Is it considered valid to keep a controlled copy of that strategy at my location? The first thought that comes to my when I put on my auditor hat is "how do I know when the original copy is updated?"
 

John C. Abnet

Teacher, sensei, kennari
Leader
Super Moderator
Is it considered valid to keep a controlled copy of that strategy at my location?

Good day @ISO_Man ;
Great question! I think your "auditor hat" (conscience) is giving you some good advice. I'd listen to it.

So, I would consider simply documenting what you stated above (i.e. that an aspect of your document control [data back-up] is outsourced.)
Within that documented statement, it is possible to simply give a web link to the organization/site that maintains the back-up data?

Remember, your management system should always be written with those yet to come in mind. You and the current staff know where/how to access the back-up data and associated strategy, but will "Lucy" (metaphor for whom you may hire and who may be responsible for this in the future) know how to access this information?

I would not recommend duplicating the sub-entities documented strategy because, as you say, it may not be current.

Hope this helps.
Be well.
 

Ninja

Looking for Reality
Trusted Information Resource
John gives good advice, but I would change one suggestion, at least as far as I understand the suggestion:

I would NOT put a link reference in your controlled document. I might reference the company being used by name, but certainly no more detailed than that. As a dynamic list of vendors and pertinent info, but not in a procedure document.

There are enough threads on here for NC and CA for procedures being too detailed (blue pen vs. black pen)...you would run into the same thing if the access link changes, or the company third party company phone number changes...don't paint yourself that thoroughly into a corner.

If you feel you need to be so detailed, I would at least add verbiage such as "or as updated" so it wasn't technically wrong in the future.
 
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