Storage of Electronic Backup Data?

[keyplas - 2006]

Storage of electronic Back up data?

Ok...I have been asked the question and need to find an "Official Sounding" answer...With regards to electronic data that has been backed up, is there ANY requirement as to how/where it is stored? I scoured and found no such statement, the QS requirement for a contingency plan may cover this but not this situation specifically....HELP the I.T. guy is driving me crazy

 

[E Wall]

The only requirement I am aware of is for Record Control. Since back-up data is your method of storing records it must be done in such a way that the data is retrievable when needed (an provided protection from degradation).

Other than that I would suggest that Monthly tapes (or whatever media used) be stored off-site to provide protection in regards to disaster planning.

We perform back-ups 1/day (updated/new files), 1/week (updated/new files & programs, 1/month (complete backup of entire system {files and programs}) with the monthly tapes sent out and stored for 3 years.

Best of luck, Eileen

 

[Al Dyer]

Keyplas,

I know the pain, and I would include it under either contingeny plan or record retention. Either is acceptable as long as it is addressed.

I don't know your IT person, but the schedule Ewall put forth sounds good. My only addition might be the following:

Have a fire-proof safe for the daily, weekly, monthly backups. Also, have a place to take a copy of the daily back-up, it might be your home. With the technology today, we can keep a daily copy on-site as well as keep an additional copy away from the "plant".

Just remember that no system is failsafe, only gradually trying to attain it. I know one company that backs up every night at 7:00 PM onto 3 tape drives. 1 person is responsible to take those tapes to 2 people in the company for stirage, the other one is kept in a safe on premise.

Overkill, that's a company by company choice.

MHO

 

[db]

Backup What?

keyplas, the big question is why are you backing up? It really makes no difference whether you are backing up data/records, or documents, the rules would still be the same.

ISO/QS doesn't care 'how' you perform your backup. If you have a 'need' for backing up data, then back it up. The method you choose must meet YOUR need. If on-site backup will work, then do it. If you need off-site backup then do that!

A company I work with electronically backs up all their records (in some cases requiring scanning) once a year. They then make three copies of the CDs. The first copy they keep at the site in Michigan. The second copy goes to their attorney and the third goes to their Mexico plant. They figure in order for all three copies to fail, then either there were three separate, simultaneous events (in which case they would be out of business), or one common event (in which case we would all be out of business)

The point is the rules: 1. must be yours and 2. must work. It all goes back to the question why do you need to perform backups?

 

[Al Dyer]

Dave B.,

100% agree, there are no method requirements, just a simple requirement that all businesses and (to a point) individuals should follow.

I don't know about you, but I have been caught with my hard drive down and don't want it to happen again.

Have a good day, and a good life to your hard drive!

 

[JRKH]

Keep It Simple

Keyplas,

I can't add much to what has already been said, except to keep it as simple as will work and the comapny is comfortable with.
I am informed by our consultant, (the venerable Marc Smith of Elsmar (nee Cayman) Cove fame) that some IT fellows back up their system and toss the tape in the back of their car. This seems to be perfectly acceptable with auditors.

James

 

[keyplas - 2006]

Thank You all...

It turns out my assumptions (in agreement with all of you) were correct, The majority of their (the I.T group herewith referred to as the MIA when ya need em group) concern was driven by the finance department and the need to have money matter documents/history stored and safe (no I don't work for ENRON) I let them know that as long as the storage container/area was protected from theft,damage,deterioration etc. it didn't matter where they kept it (thats when I was informed the CAD department backups are stored in employee x's garage) but that's another battle...Tha nks Again