Mille Lacs County Data Services - Backup Policy

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1 Mille Lacs County Data Services - Backup Policy Produced by: Information Services Date: April, 2010 Version: 1.3 Document status: Active Date effective from: 5/18/2010 Date of review: Author: Michael Virnig 1

2 Table of Contents Introduction... 3 Policy... 3 Backup Schedules... 3 Backup Tape Rotation... 4 Backup Server Maintenance... 4 Managing Backup Failure... 4 Validation of Backup Tapes... 5 Management of Tapes... 5 Document Version Control... 6 Appendix A Server Backup List... 7 Appendix B Storage of Backup Tapes

3 Introduction The purpose of this policy is to describe the procedures for assuring the protection of Mille Lacs County record file data in the event of loss through employee error, data corruption, theft, malware attacks, equipment failure, or natural disaster (fire, flood, tornado). The IS Manager is responsible for ensuring that all personal and identifiable data is recoverable in the event of accidental loss or damage. Policy Mille Lacs County requires that computer systems maintained by Information Services be backed up periodically, and that the backup media be stored in a secure, off-site location. The purpose of the systems backup is to provide a means to: (1) restore the integrity of the computer systems in the event of a hardware/software failure or physical disaster, and (2) provide a measure of protection against human error or the inadvertent deletion or corruption of important files. The systems backups will consist of regular full and incremental backups. Although security backup files are public records, systems backups are not intended to serve as an archival copy or to meet records retention requirements. Systems backups will be performed on a regular schedule as determined by the IS Manager. Backups will be stored in a secure, off-site location, as described in Appendix B - Storage of Backup Tapes. Backup Schedules This policy provides the guidelines for establishing backup procedures. Exceptions to the standard procedure are permitted when justified. All exceptions must be fully documented. The standard procedure for systems backup is as follows: A full systems backup will be performed weekly. Weekly backups will be saved for a full month. The last weekly backup of a quarter will be saved as a quarterly backup. Servers which are not backed up to tape cannot be located in the same building as the backup server; instead they will be backed up to disk located on the backup server s hard drive partition. Incremental backups will be performed daily. Incremental backups will be retained for four weeks, at which time the media will be recycled. 3

4 Appendix A contains the listing of servers that are on the backup schedule, their location, a brief description of files protected, and the server that is performing the backups. Backup of the State server (SSIS) shall adhere to guidelines as outlined by the Department of Human Services. The IS Manager is responsible for annual communication with CPUI to be sure agreements and policies are in place and up to date for the backing up and security of all Mille Lacs County data stored by CPUI. Backup Tape Rotation The IS Manager is responsible for: Changing tapes on the first day of the work week, or as required by special circumstances. Properly storing the backup tapes Ensuring successful backups Managing and correcting a backup failure Maintaining the backup log In the event the IS Manager is unavailable to change the tapes, the Technical Support Specialist shall be instructed to properly change tapes. Backup Server Maintenance Backup servers operating systems are required to have OS updates installed monthly. Regular maintenance of backup devices is to be carried out to ensure reliability. Cleaning tapes are used in accordance with manufacturer s recommendations. Tape drives are to be cleaned quarterly, unless the cleaning light is on, indicating the need to clean sooner. Managing Backup Failure In the event of an unsuccessful backup, the IS Manager shall: Note any messages on the server monitor. Determine the cause of the failure and take necessary actions. Record the failure in the backup log, and note any actions taken as a result. 4

5 Validation of Backup Tapes Periodic tests of the backups will be performed at a minimum of once a year, to determine that files can be restored accurately. Management of Tapes Tapes are to be clearly labelled with the week number and used in strict rotation. Tapes must be replaced every two years to ensure reliability. Tapes are labelled to show date of first use. All backup media that is not re-usable shall be destroyed in an approved manner. Backup media that is used for other purposes shall be thoroughly erased. 5

6 Document Version Control Number Date issued Issued to Comments v1.0 February 2009 Roxy Traxler Cty Admin 1 st draft for comment V1.1 April 2009 Roxy Traxler Cty Admin Present to Board V1.2 April 2010 Carol Hulett Present to Board V1.3 April 2010 Lisa Herges Present to Board 6

7 Appendix A Server Backup List Server Name Location Description Backup Server Name MLC1-County CHSQ VM1 File Documents MLC1-BKP MLC1-CSTS CHSQ VM1 CSTS/Virtual Veterans MLC1-BKP MLC1-FILE CHSQ VM1 MCAPS MLC1-BKP MLC1-IMG CHSQ VM1 AppXtender MLC1-BKP MLC1-SQL CHSQ VM1 SQL Backups MLC1-BKP MLC1-TECH CHSQ 2800 File Documents MLC1-BKP MLCS-CAD1 Sheriff D103 SQL backups CAD MLC1-BKP MLC1BKP Courthouse Card Reader MLC1-BKP MLCE CHSQ 2600 Exchange Server MLC1-Store MLCS-RMS1 CHSQ VM2 LETG Files MLCS-BE MLCS-SQL CHSQ VM2 SQL Backups - LETG MLCS-BE MLCS-FS CHSQ VM2 File Documents MLCS-BE SSIS Courthouse DHS Server SSIS Appendix B Storage of Backup Tapes All backup tapes will be stored in a secure, off-site location. Proper environmental controls, temperature, humidity, and fire protection shall be maintained at the storage location. Weekly backup tapes shall be stored in the Courthouse Square Building, located at 525 2nd Street SE, Milaca. Monthly/Quarterly backup tapes shall be stored in the vault of the First National Bank of Milaca, located at 190 2nd Avenue SW, Milaca. 7

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