NOIPOLLS PROPRIETARY AND CONFIDENTIAL

NOIPOLLS
Data Backup Policy and Procedures

By

Azuchukwuene Chikeluba Dominic

ICT Analyst I

NOIPOLLS PROPRIETARY AND CONFIDENTIAL

NOIPOLLS PROPRIETARY AND CONFIDENTIAL

Table Of Contents
Table Of Contents....................................................................................................................................................1
1.0

Purpose..........................................................................................................................................................2

2.0

Scope.............................................................................................................................................................2

3.0

Definition of Terms.......................................................................................................................................2
3.1 Computer System...............................................................................................................................2
3.2 Data....................................................................................................................................................2
3.3 Backup................................................................................................................................................2
3.4 Disk Drive..........................................................................................................................................2
3.5 File Server..........................................................................................................................................2
3.6 Workstation........................................................................................................................................2

4.0

References.....................................................................................................................................................2

5.0

Responsibilities and Requirements...............................................................................................................3

6.0

General Rules................................................................................................................................................3
6.1 Determination of Value......................................................................................................................3
6.1.1
Levels of Importance...........................................................................................................3
6.2 Write Protection.................................................................................................................................3
6.3 Retention............................................................................................................................................3

7.0

Backup Procedures........................................................................................................................................4
7.1 Hard Drive Backup Procedures..........................................................................................................4
7.1.1
Workstation Hard Drive Backup.........................................................................................4
7.1.2
File Server Hard Drive Backup...........................................................................................4
7.2 Compact Disk.....................................................................................................................................4
7.3 Flash Drives.......................................................................................................................................4
7.4 Backup Storage..................................................................................................................................4
7.5 System Backup Frequency.................................................................................................................4
7.6 Full System Backup...........................................................................................................................4
7.7 Off-site Storage Policy.......................................................................................................................5

1.0

Purpose
This defines rules and procedures that control the routine and periodic redundant storage of
data, information and software.

NOIPOLLS

Data Backup Policy and Procedures

4 Dep Street, Off Danube Street, Maitama, Abuja
Tel. 09-6709171 Email:enquiries@noi-polls.com
Website: www.noi-polls.com
Page 1 of 5

NOIPOLLS PROPRIETARY AND CONFIDENTIAL

2.0

Scope
These rules and procedures apply to the computers owned and/or operated by NOIPOLLS at
its business sites, excepting those servers which are in control of Security.

3.0

Definition of Terms

3.1

Computer System
This refers to a personal computer, or workstation, with an operating system and
networking and printing capabilities. This would also include a monitor, keyboard, mouse
and any additional peripherals that would be needed for a specific purpose.

3.2

Data
Units of information stored on some type of magnetic media that can be called into a
computer program for use.

3.3

Backup
A copy of a file, directory, or volume placed on a separate storage device for the purpose
of retrieval in case the original is accidentally erased, damaged or destroyed. This
separate media would include CD-ROMs, magnetic tape, hard drives of workstations,
floppy disk and other media as designated by IT Systems personnel. Any copes of files
should not be considered a backup unless they reside on separate media.

3.4

Disk Drive
A physical unit of storage on which data is read from, written to, and deleted from. This
is considered the primary storage device for a computer system.

3.5

File Server
A computer that provides mass file and program storage capabilities for networked
computer systems with control access to sharable resources. A server usually has more
computing ability than a computer system or workstation. It may or may not include a
separate disk array for added disk drive space. System security is the main reason for
the network operating system and server and it should be considered the most important
aspect of the server. Depending on the network operating system, purpose, and abilities
of the server, it may also be used as a computer system.

3.6

Workstation
A highly intelligent terminal often found on a LAN or client/server system. Some
workstations do not require floppy disk drives because data and/or programs are
downloaded from a computer server.

4.0

References
Document Retention, Storage and Disposition
Novell Backup Policy
Fourth Shift Database Startup & Shutdown Instructions

5.0

Responsibilities and Requirements

[Insert the roles and responsibilities for the job positions that are involved with the data backup
process. For example, the Systems Administrator, Department Managers and a Workstation
User].
.

NOIPOLLS

Data Backup Policy and Procedures

4 Dep Street, Off Danube Street, Maitama, Abuja
Tel. 09-6709171 Email:enquiries@noi-polls.com
Website: www.noi-polls.com
Page 2 of 5

NOIPOLLS PROPRIETARY AND CONFIDENTIAL

6.0

General Rules

6.1

Determination of Value
Depending on the area of use within the Company, backup procedures may vary. Not all
data and software have the same value. It is strongly recognized that while this is the
case, it is advisable to be safe and cautious in the frequency and security of backups. If
those responsible for backups question the importance of any data, they will resolve the
issues with the Department Head responsible for that data.

6.1.1

Levels of Importance
All company data stored on all work stations, file servers and other storage
devices are considered to be security documents and should be handled with a
high degree of caution. All data files should be arranged according to specific
categories.

6.2

Write Protection
It is extremely important to follow rigid procedures with write protection so that necessary
backups are not destroyed. Only the unit heads are allowed to have access to the
storage drive.

6.3

Retention
For effective backup, we will be using Hardware Encrypted Hard Disc Drives which are
highly secured externally and internally and this will be done according to different unit in
the company and this hard drives will be with the unit heads. Below is the breakdown of
those with access right to the drives and where the hard drives will be for the different
units.
Units
Data Analysis
Consulting
Business Development and strategy
NOI Polling Center (NOPC)
OPS

7.0

Principals
i.
Mr. Femi Taiwo
ii.
Mr. Sunday
i.
Dr. Bell Ihua
ii.
Mrs. Funmi
i.
Mr. Uche
i.
ii.
i.
ii.

Mrs. Christy Ogbe

Mr. Chidi John Akubue
Ms. Oge Modie
Mr. Chikeluba Azuchukwuene

Backup Procedures

7.1
7.1.1

NOIPOLLS

Hard Drive Backup Procedures

Workstation Hard Drive Backup
Workstations backup will be done on weekly basis at the end every week as
such every staff is expected to organize his/her business files according to
relation. All personal files will not be backed up it is advise to always trash out
unnecessary documents and empty the recycle bin to help optimum system
performance. This will always be carried out by the ICT Analyst.

Data Backup Policy and Procedures

4 Dep Street, Off Danube Street, Maitama, Abuja
Tel. 09-6709171 Email:enquiries@noi-polls.com
Website: www.noi-polls.com
Page 3 of 5

NOIPOLLS PROPRIETARY AND CONFIDENTIAL

7.1.2

File Server Hard Drive Backup

File servers will be backed up monthly to an offsite location to be known by the
management and this will always be carried out by the ICT Analyst.

7.2

Compact Disk
This will not be regularly use for companies data backup device but might be used to
store some information like video files by unit heads.

7.3

Flash Drives
Files on every flash drive will always be backed up during any backup process if it
contains vital companies informations but it is highly advices not to be used to pass files
around and this will automatically come to an end when the file server has been finally
implemented.

7.4

Backup Storage
Backup storage device are all write protected and it is only the unit heads that has
access to the device and all device will be with the ICT unit unless requested by the units
heads and a schedule backup will be on at the end of every week.

7.5

System Backup Frequency

By performing regular backups, system operators are assured that their valuable data
will not be lost should they ever experience a failure of a major component of system
and they can ensure the integrity of their data only by adhering to a regular schedule of
database and file system backups. The recommendations in this section provide some
guidance regarding the frequency with which system backups should occur. Adjust these
recommendations, if necessary, according to the size of the system and the frequency
with which the data changes. Backup of all companies system will be backed up on
weekly basis to all the units external storage drives and then transferred to an offsite
device which the location will be decided by the management.

7.6

Full System Backup

A full system backup refers to a backup of the file systems and the database. System
operators should perform a complete system backup prior to making any substantial
modification to the system. In addition, system operators should perform a complete
system backup just prior to upgrading to new system software, as well as right after the
upgrade. The backup just prior to the upgrade will be used in case the system must be
rolled back to the previous release in the event that the upgrade is unsuccessful.
Important: Clearly label the backup folder and remove them from the working area so
that they cannot be accidentally restored to the new release. New and old backups are
not compatible. .

7.7

Off-site Storage Policy

Once a week, a copy is made of any full and incremental backups that were performed
during that week. The copy sets are removed from the company server room and stored
in a remote location for disaster recovery purposes. The weekly differential backups are
kept in the companys server room. By following this procedure, in the event that the
company server room and the daily differential hard drives stored are rendered
unusable, Computer Services will be able to recover the files stored on the servers as
recently as one and no longer than ten days prior to the disaster date .

NOIPOLLS

Data Backup Policy and Procedures

4 Dep Street, Off Danube Street, Maitama, Abuja
Tel. 09-6709171 Email:enquiries@noi-polls.com
Website: www.noi-polls.com
Page 4 of 5