Client Data Backup Best Practices

Run this checklist every week to back up your client's data

Introduction

Preparations:

Record the client's details

Check your data backup schedule

Ensure that you will have access to the servers

Verify the content which requires backing up

Collect your equipment

Backup:

Go to the client's server location

Set up your equipment

Perform the client data backup

Collect your equipment

Securing the backups:

Leave the site as you found it

Transfer the new data backups to the vault

Sources:

Relevant Checklists:

Introduction

Technology is moving forward faster than some businesses can handle. Some go bust to hardware failures, whilst others have data stolen during security breaches. Surprisingly enough, a fair number of these are stolen from a client data backup record.

So, you need to backup your client's data to ensure nothing is lost in a system failure, but you're also creating more potential data to be leaked. How exactly are you meant to survive creating a copy of your client's sensitive information without it creating another security red alert?

Simple. You use the same method that Google used to save Gmail from a complete message wipe; tapes.

It really is a case of "if it ain't broke, don't fix it" with tape backups, as they're relatively cheap and are still one of the longest-lasting backup methods on the market today. Also, by only backing up your client data once a week, you can backup the necessary data to one (or a series of) tapes and then just put them in your vault until needed.

Considering that we here at Process Street are a little obsessed with efficiency, we're here to guide you through the best way to securely and quickly back up your client data by using good old-fashioned, reliable tapes.

Let's get started!

Preparations:

Record the client's details

First things first, you need to record the details of the client whose data you are backing up. Do this by utilizing the form fields below.

Client Name

Client Email

Remember that these fields can be edited or expanded as you wish, should more (or different) data be required.

Check your data backup schedule

Next up in our client data backup checklist, you need to know how often you're backing up your client's servers. Record the date of the upcoming backup in the form field below.

Backup Date

This could be weekly, bi-weekly or even daily, but the point is that you need to know when your services are required. Mark these dates in your calendar, or set up a recurring process with us to remind yourself every time a backup is needed.

Ensure that you will have access to the servers

This is fairly self-explanatory, but you must be certain that you will have access to the servers you need to backup.

Consider verifying your method for gaining access through:

Required passcodes
Any necessary ID
Door keys
Padlock keys
Keys to locked server racks
Etc.

On top of having your keys / passcodes on your person, ready for the backup date, make sure that you know of any security which regularly changes. For example, if the keycode to get into the server room is periodically changed, you need to know the most recent code to use.

Verify the content which requires backing up

You're almost ready for the time of the backup; now the content which requires copying needs to be verified. Once this is done, record the type of backup and any extra information in the form fields below.

Type of Backup

Extra Specifications

When checking the type of backup the client requires you to do, consider the scope and frequency, along with any specifications from the client. The backup could be:

A full backup (all files, data, configs, etc.)
A differential backup (all additions or changes since the last full backup)
An incremental backup (all additions or changes since the last full, differential or incremental backup)

Usually, a weekly routine will require a full backup, however, be sure to check the arrangements with your client if you are unsure.

If you are not required to do a full backup, consider the appropriate data to copy in more detail and record it as such in the "Extra Specifications" form. For example, typical data to include in a smaller backup would be:

Account changes
New accounts
Personal information, new or changed (birth dates, addresses, etc.)
Important documents
Etc.

Collect your equipment

The final step before setting off to perform the backup is making sure that you have the correct equipment for your backup procedure.

You need to make sure that you have both the correct type of tape (Travan, AIT, etc) and the required number to perform your backup. True, these two aspects usually go hand in hand as the breed of tape changes the storage capacity, but you don't want to go all the way to your client's server room before realizing that you can't perform their backup.

Other than the tapes themselves, be sure to take a laptop and the device which you use to mount your tapes. Bear in mind that the required equipment will change depending on your tapes and the software you use.

Backup:

Go to the client's server location

The day has arrived, and you need to travel to the location of the client's server.

Drive to the server room of your client, passing through any security measures to that end. Remember to take the new tapes with you, along with the tape mounting device and your laptop; the walk of shame back to the car is a long one.

Set up your equipment

The moment of truth is almost here! It's time to set up your equipment, ready to backup the data from the client server.

Set up your laptop and connect it to the servers which contain the data requiring a backup. Proceed to link the laptop to your tape-mounting device and check your connection to the client's server, and your access to the sensitive data which requires backing up.

Load up your backup software and ensure that the tape is detected by your machine. Usually the backup software will include an encryption service of some description, and so you should not have to worry about encrypting the backup manually.

Your tape backup setup may differ if the available technology or make of tape warrants a different approach (for example, some servers may even have tape mounts built into them), and so adjust your method accordingly.

Perform the client data backup

It's the pivotal moment for your client data backup; you're all set up, so now you need to copy the client data to your backup tape. Remember to record vital information about the backup using the form fields below.

Backup Name

Link to Backup

Backup Engineer Name

Utilize the tape software on your laptop to choose the items you are copying (if necessary) and let set the tape to write. Be sure to check for when the current tape is full, as you will then need to replace it with a fresh one and continue the process.

Once again the method for performing your backup may differ, depending on the tapes you use and the technology you have.

Mark any tapes which you remove with their correct designation, in accordance with your filing system. This can be done either by physically writing on the tape with a term, such as the client and date or by sticking on a pre-bought tape barcode sticker to help with management in storage.

Continue to check and replace the tapes as necessary until the backup is complete.

Collect your equipment

Once the backup is complete, you need to prepare your equipment, ready to leave the site.

Once again, all tapes which now contain client data should be marked according to your filing system, and they should be kept separate from any blank tapes to avoid confusion. Pack away the tapes and tape drive, along with your laptop and any other items you brought into the building.

At this time it is worth checking to make sure that you still have the materials to get past security on the way out.

Securing the backups:

Leave the site as you found it

Your task is complete (at least on the client side), so it is time to leave the site.

You are directly responsible for leaving the site in the same state of security as when you entered. This means:

Lock any doors which you opened
Lock the server racks if applicable
Shut any and all secure entrances behind you
Sign out of the building if required

Call it paranoia, but once you leave the building be sure to check that you have everything one last time!

Transfer the new data backups to the vault

You're on the home stretch now! Time to make your way to the vault where you store your backup tapes.

Drive, walk, jog or scooter (whichever takes your fancy) to your backup vault, open her up and put the new client data backup tapes inside. If you have a particular structure to how your tapes are organised whilst in storage, put the new tapes in according to this system; these tapes can easily last upwards of 30 years, so there's no point in skimping on the ability to find them easily later down the line.

Congratulations, your client data is backed up and safely secure in your vault and under encryption!