Policy
Data Backup Policy Template
Define backup schedules, retention periods, responsible owners, and recovery procedures for Indian compliance.
Policy Statement
This Data Backup Policy defines the requirements for backing up company data to ensure business continuity, disaster recovery, and compliance with Indian IT regulations and data protection laws. All departments and employees must comply with this policy.
Backup Scope
The following data must be included in regular backups:
- Email and collaboration platform data (email, calendars, contacts).
- File servers and shared drives containing business documents.
- Database systems — CRM, HRMS, finance, and helpdesk data.
- Configuration backups for network devices, servers, and security appliances.
- Virtual machine images and cloud infrastructure configurations.
Backup Schedule
| Data Type | Frequency | Retention |
|---|---|---|
| Critical databases (finance, helpdesk, CRM) | Daily full + hourly incremental | 30 days daily, 12 months monthly, 7 years yearly |
| File servers and documents | Daily incremental, weekly full | 90 days daily, 12 months monthly, 3 years yearly |
| Email and collaboration | Continuous (journaling) | As per platform policy, minimum 2 years |
| Server and device configurations | Weekly full, after every change | 12 months |
| Virtual machine images | Weekly full | 4 weeks |
Storage & Security
- Backups must be stored in at least two locations: on-site (for fast recovery) and off-site/cloud (for disaster recovery).
- All backup data must be encrypted at rest using AES-256 or equivalent.
- Backup transmission over network must use TLS 1.2+ encryption.
- Access to backup repositories is restricted to authorised IT personnel only.
- Cloud backups must be stored within India for DPDP compliance.
Recovery Testing
- Restore tests for critical systems must be performed quarterly.
- File-level restoration testing monthly, system-level restoration quarterly.
- Full disaster recovery drill annually, simulating complete site failure.
- All recovery tests must be documented with results, issues found, and remediation steps.
Compliance & Audit
This policy aligns with ISO 27001 A.12.3 (Backup), IT Act 2000 Section 43A, and DPDP Act 2023 requirements. Backup compliance is reviewed during internal audits and reported to the board quarterly.
Put this into practice with workro desk.