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1 BACK UP POLICY Page 1 of 7 BACK UP POLICY

2 TABLE OF CONTENT 1. INTRODUCTION DEFINITIONS SCOPE TIMINGS DATA BACKED UP EXCLUDED EXTENSIONS PROCEDURES TAPE STORAGE TAPE DRIVE CLEANING RESPONSIBILITY RESTORATIONS INTRODUCTION Computer information systems and electronic data are valuable assets of the Bojanala Platinum District Municipality and a substantial investment in human and financial resources has been made to create these systems and information and, as such, a formalized policy has been implemented to: Safeguard the risk of losing data BACK UP POLICY Page 2 of 7

3 Safeguard the confidentiality and integrity of information contained within these systems Ensure availability of critical data so that information can be utilized as the valuable asset. Reduce business and legal risk. Departmental critical data and non-departmental critical data are stored on File- servers, Exchange-servers (mail-box data) and Application-servers. This data can be categorized as: Personal User data Business Unit data Shared data Databases Application / System data 2. DEFINITIONS a) Backup is the process of copying active files from online disk to tape so that files may be restored to a disk in the event of equipment failure, damage to or loss of data. b) Archive is the process of moving inactive files form online disk to a tape, i.e. deleting the files from copying them, in order release online storage for reuse. c) Restore - The process of bringing off line storage data back from the offline media and putting it on an online storage system such as a file server. d) Mpeg (Moving Picture Experts Group)- The term also refers to the family of digital video compression standards. e) Mpa(MPEG-2 Audio File ) Audio file type can be opened using the following programs f) Mp3 (Moving Picture Experts Group audio layer 3):MP3, is an encoding format for digital audio which uses a form of lossy data. g) Exe(Executable file) An executable is a file that contains a program h) Vob (Video Object) file extension and are typically stored in the VIDEO_TS folder at the root of a DVD i) Wsf( Window Script File) is a file type used by the Microsoft Windows Script Host. j) Wma(Window Media Audio) is a file extension used with Windows Media Player k) Wav(Waveform Audio File Format) 3. SCOPE The goal for the Information Technology Unit is to ensure that departmental data can be recovered within required and agreed business timescales. BACK UP POLICY Page 3 of 7

4 The Information Technology Unit is responsible for backing up File-servers, Exchange-servers and Application-servers, according to agreed cycles, and storing these backups in a secure designated area. In addition to backing up departmental data, Information Technology Unit shall perform regular disk capacity management on all data servers and have the right to delete all non-departmental related data after consultation with involved employees. If the disposal of old or damaged tapes is required, such tapes will be destroyed to prevent the recovery of data from the media. Ownership of all electronic information residing on any departmental computer system vests in Bojanala Platinum District Municipality and Management may peruse, monitor and take copies of any information or communication made or received utilizing any of the aforementioned systems. Therefore, the Information Technology Unit requires that all requests to restore an employee s user data, residing on File-servers or Exchange-servers (mail-box data), not requested by the employee or without the permission of such employee, must be authorized by a Senior Manager and may be assessed by the Manager: Information Technology Unit. This policy defines the backup strategy for servers and data within Bojanala Platinum District Municipality. 4. TIMINGS A grandfather -father-son rotation scheme is operated; incremental backups run overnight from Monday to Thursday (daily backup) and full back-up (i.e. weekly backup) run on Fridays are rotated on three weeks basis. One full back-up each month (i.e. Monthly backup) will be made. 5. DATA BACKED UP a) Data to be backed up include the following: b) Users data stored on the home directories ( My Documents ) c) of all servers d) Systems to be back-up include; Exchange Information Store Active Directory Financial (Pastel and Payday) Technical Services (T- Drive) Document server 6. EXCLUDED EXTENSIONS a) On home directories folders ( My Documents ) not all files will be backed up; the following are extensions that will be omitted: BACK UP POLICY Page 4 of 7

5 Mpeg. Mpa. Mp3. Exe. Vob Wsf. Wma. Wav. 7. PROCEDURES Incremental backups will be performed daily from Monday to Thursday. The tape will be addon with new information created. A full systems and data backup will be performed weekly. Weekly backups will run on Fridays and the tapes will be rotated 3 times in the month. Monthly backups will be made on the last Friday of each month and stored for a minimum period of 5 (five) years thereafter it will be handed to Provincial Archives and archived where required under the classification system as in use by the Northwest Provincial Government Administration. Data backup Type of backup Scheduling of backup Time backup starts Overwrite/ append period Media set Barcode Backup number on strategy tape Exchange Information Store Mailboxes User home directories Retired user data(archiving) Miscellaneous old user data Data backed to file and then to tapes using Ntbackup Data Type of Scheduling Time backup backup of backup backup starts BACK UP POLICY Page 5 of 7 Overwrite/ap pend period Media set Path to folder Backup strategy

6 None/none Sysvol Sysvol Presently not backed up DHCP 2nd 2nd 8. TAPE STORAGE All weekly and monthly tapes must be stored on the fire proof safe at other location in Rustenburg. The list as in Annexure A will be maintained that indicates the date of tape creation and the unique identification of the tape. 9. TAPE DRIVE CLEANING Tape drive shall be cleaned monthly and the cleaning tape shall be replaced every second month. 10. RESPONSIBILITY IT UNIT The Information Technology Manager shall delegate a member of the Information Technology Unit to perform regular backups. The delegated person shall develop a procedure for testing backups and test the ability to restore data from backups on a monthly basis. The designated person will take weekly and monthly tapes to offsite storage. The Employee All business critical data on local computer and notebook hard drives must be copied or moved to a My Documents share on a file server, where it will be backed up. Where such an action is not possible, as in cases where it is done away from access to Bojanala Platinum District Municipality network, the data must be copied over on the first available opportunity. It will be the sole responsibility of the employee, under all circumstances, to backup and maintain security regarding personal data. In addition to workstations, employees have been allocated space per user, secured per BACK UP POLICY Page 6 of 7

7 user logon Identity, on the File-servers. The onus is on the employee to ensure that the server space allocated is utilized to the optimum. 11. RESTORATIONS Users that need files restored must submit a request to the Information Technology Help Desk by completing the Information Technology Unit Data Restore Request Form. Information regarding the request where possible must include the file creation date, the of the file, the last time it was changed, and the date and time it was deleted or destroyed. 12. POLICY REVIEW This policy shall be reviewed annually. BACK UP POLICY Page 7 of 7

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