Data Backup Policy Template

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.