Nonprofit Technology Collaboration
Last Updated: 1/29/2013 Backup Data Page 2 of 9
Frequency: Backups must occur regularly in order to prevent data loss. The more scheduled
backups that take place the better off your organization. Frequent backups take time, money,
and resources but the benefits outweigh these negatives. See Backup Frequency section.
Examples of backup frequency are given in the Example of a Backup Schedule section
Storage Location: It is a good practice to keep some backup information offsite. In the event
that a natural disaster occurs, your backup will mean nothing if it got destroyed with all the
computers and the building.
Security: Whether the backup data is onsite or offsite, you will want to ensure the backup
information is secure and accessible only by those authorized to use it to restore lost data. See
Security Considerations section.
Retention: The amount of history to be saved is another thing to consider. Depending on the
nature of your business, you may want to keep backups that are years, months, weeks, or even
just a day old. Keep in mind that the more backups you wish to save, the more space you will
need to have (increased cost).
For some data you may be legally obligated to keep 1, 2, 3, or more years of history for your
business—it is important to identify what data you maintain carries these legal obligations.
Ensure that ALL people working with records are aware of any legal obligations.
Under the Sarbanes-Oxley Act of 2002, most records must be kept for 7 years.
If you’re not sure, check here:
o http://www.councilofnonprofits.org/document-retention-policies
o http://www.startnonprofitorganization.com/nonprofits-record-keeping-
retention-policy
o http://siarchives.si.edu/cerp/RECORDS_RETENTION_SCHEDULE_rev2.pdf
Methods of Backups
You can setup regular backups of data in-house (locally), or via an external service (vendor).
Locally-Managed Backups
Many Windows operating systems such as XP and Windows 7 include Backup utilities for setting
up regular backups of important files. There are also software packages (free and purchased)
that can be used to backup data. In either case, wizards typically guide you through the process
of setting up your backup, and include things such as designating the destination device for your
backups (see options below), choosing the folders/files to be backed up, and specifying the
frequency of backup. Keep in mind that if you use any of the non-cloud-based destination
options for your backup data, it is advisable to keep a copy of the backup device contents in a
secured location separate from the office.