56.10.01 - Backup and Recovery

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PURPOSE:

Departments are responsible for the creation of electronic and/or paper copies of institutional data and retention of that institutional data as defined by HSCEP OP 10.09, Records Retention Operating Policy. Disaster Recovery backups are not considered a valid retention mechanism for record retention purposes and must not be used by departments to meet record retention requirements.

REVIEW:

This policy will be reviewed once a year by the director of Systems and Network Operations and the information security officer (ISO) and will be approved by the chief information officer (CIO).

POLICY/PROCEDURE:

Shared resources (e.g., Network File Shares) serve as the primary method of protecting institutional data. Non-business-related data must not be stored on shared resources and are subject to deletion. Non-end-user devices (e.g., personal computers or laptops) are backed up. It is up to end-users to make sure critical data are saved in department file servers. Institutional server backups are performed primarily for disaster recovery purposes. Institutional servers are backed up based on the schedule listed below.

Nightly - Incremental backups will be performed to retain data until the next full backup is performed.

Weekly - Full data backups will be performed and data retained for at least 14 days.

Data Restoration

Shared resource data may be restored, provided the backup is within the storage timeframe as defined above. Restoration of shared resource data may be requested through the TTUHSC El Paso Information Technology (IT) Department’s work order process.

Emergency Recovery:

Systems Group will make every attempt to recover the data within one business day. For physical servers, this will apply only after the application has been reinstalled. However, in the event of a disaster, services and data may be unavailable for an extended period of time.

Non-emergency Recovery:

All restorations will be performed in a timely manner. Users must submit an IT Help Desk ticket request with the following information: the server name, username, file name, path, and approximate file creation date.

Email Retention

Email is managed by Texas Tech University Health Sciences Center (TTUHSC) in Lubbock.

Email backups are for disaster recovery purposes only. Restoration of individual email boxes is not possible.

  • Email in the Deleted Items folder will automatically be permanently deleted 15 days after the email is placed in the Deleted Items folder.
  • Email in the Junk E-mail folder will automatically be permanently deleted 30 days after receipt.
  • Permanently deleted (either automatically because of retention dates or manually by the user) email is recoverable by the end-user with 21 days of the date of permanent deletion using Outlook Tools or Outlook Web Access.