PUBLIC SERVICE ICT
STANDARDS
PRESENTATION ON DATA BACKUP
BY THE
DEPARTMENT OF E-GOVERNMENT
APRIL, 2018
OUTLINE
PREAMBLE
DATA BACKUP SCHEDULE
BACKUP COMPONENTS
DATA RESTORATION
QUALITY ASSURANCE & EXCEPTIONS
RESPONSIBILITIES
DATA ARCHIVING
PREAMBLE
• The standard provides directions and guidance on the data
backup-up management in an organization.
• The organization responsible for ICT implementation in Malawi
shall manage, operate and support a large number of computer
systems throughout the public service in Malawi.
• In the event of any of these systems encountering data loss, each
system should be covered by a data backup plan. A backup is
defined as a system of recording identified data on to portable
media. This media is stored on site and off site to limit total loss in
case of disaster.
• The backup plan is developed in conjunction with the client to
meet both business and legislative requirements.
DATA BACKUP SCHEDULE
A backup schedule is prepared under a Service Level Agreement (SLA)
between the Organization responsible for implementing the computer
system and the client.
The SLA contains a provision for the client’s system – ensuring continuity
of data access and protecting the client from data loss.
Prior to including the computer system in the backup schedule, the client
will have determined the components of the system to be backed up as
per business and legislative requirements, which could include
conducting a business risk assessment ,which is dependent on:
• Importance of data and information to the organization.
• Acceptable transaction loss during data recovery.
• The maximum acceptable outage of the system during data backup.
• The maximum acceptable outage of the system during data recovery.
BACKUP COMPONENTS
The component of the data backup plan is agreed between the Organization
responsible for implementing, managing and support the system and the
Client and documented in the
Service Level Agreement.
Data to be backed up may include:
Business Data
Memos, documents, customer information, financial records, databases,
accounting information, project data, schedules and appointments, e-mail,
and other critical files.
System Data
Software and hardware configuration data, software applications, user Ids,
access rights, directory structures, passwords, e-mail configurations, and
any other specialised systems information.
BACKUP COMPONENTS CONT.
Backup Types
There are three types of backups:
Full backup- A complete copy of a computer system.
Incremental back-up- A copy of only the data updated since the last full or
incremental backup.
Image copy- Where a computer system is virtualised, a copy of the virtual
server is backed up.
Backup Frequency
Data backups are performed at the following frequencies:
Daily: for data that changes on a daily basis.
Per an established schedule: for data that changes at scheduled intervals,
or to respond to major system events.
At month, quarter and year end: for systems with closing dates.
other specialised systems information.
BACKUP COMPONENTS CONT.
Media, Equipment & utilities
All media, equipment and backup utilities (backup management software and in-
house programs) used to perform backups are tested prior to live use.
This testing determines compatibility with computer systems, storage
environment, and backup frequencies.
Storage
Backup media is stored both on-site and off-site. On-site storage is located within
a physically secure and fire-proof area. Off-site storage is in a secure and
monitored location physically distant from the source location premises.
All media is securely stored whether in the on-site or off-site location, or in
transit.
Back-up Media Disposal
Obsolete backup media will be disposed of in a safe and secure manner in
accordance with the Archived Data Retention and Disposal Schedule. Back-up
media to be disposed of must be rendered unreadable through an appropriate
means. An audit-trail of disposal of back-up media will be maintained.
BACKUP COMPONENTS CONT.
Back-up Media Disposal Cont.
Obsolete backup media will be disposed of in a safe and secure manner in accordance
with the Archived Data Retention and Disposal Schedule.
Back-up media to be disposed of must be rendered unreadable through an appropriate
means.
An audit-trail of disposal of back-up media will be maintained.
Backup & Recovery Documentation
• Back up documentation should include the following items necessary to perform
essential tasks during a recovery period:-
• Identification of all critical data, programs, documentation and support items.
• Clear documentation on how to do the backup and restore.
• Backup media storage locations.
• Backup retention period.
• Testing plan and process
• Location of relevant software and licenses.
DATA RESTORATION
• All back-up data is accessible through data restoration.
• Data restores are performed within a physically secure area
of the Organisation.
• Restores are performed using tested utilities. Before a
restore is initiated, the client will have specified which files
are to be recovered, and where those files are to be placed.
• Client requests for data restores are only undertaken where
the request is authorised by client management.
QUALITY ASSURANCE AND EXCEPTIONS
On the completion of a backup, success is verified using a backup log that
monitors the files being backed up.
Designated Organisation responsible for ICT implementation in Malawi
employees check backup logs on a regular basis as part of their standard
duties.
Backup successes and failures are noted in a Backup Status Log.
All failures are investigated, and any problems corrected in accordance with
the terms of the SLA.
By default, every backup should complete with a data capture of 100%
success rate. This standard is vital to the principle of quality data access
continuity in the event of the need for a data restore.
Although the back-up success rate should be 100%, there are allowable
exceptions to the rule. A back-up may fail either partially or fully in the
event of a major power failure, a major power surge, because the files are
in use or hardware and software failure.
RESPONSIBILITIES
Both organisation responsible for ICT implementation or
regulation in Malawi and the client have responsibilities in
respect of data back-ups.
DATA ARCHIVING
All electronic data should be archived with the Department
of National Archives.
No data should be destroyed without the written approval
of the Department of National Archives.
THANK YOU FOR YOUR
ATTENTION!!
FOR MORE DETAILS VISIT
www.ict.gov.mw
