Data Backup Policy

Information Services

Centrally maintained University servers are scheduled to backup on a nightly basis,

with retention periods being dependent on data types.

1. Scope
E-mail server backups are performed for disaster recovery purposes only, with provisions made
for individual items, deleted in error, to be retrieved using ‘Recover Deleted Items’ within Microsoft
Outlook.

Server Retention period

University servers 14 days

File stores (personal and shared group drives) User Recoverable Snapshots (Previous
Versions) are taken every 4 hrs at 06:00,
10:00,14:00… and held for 10 days.

IS then provides further protection,

recoverable via IS Service Desk;
 64 Hourly Backups (taken at 30 minutes
past the hour)
 32 Daily backups (taken at 19:00)

CDS file store (personal and shared group 30 days (daily granularity), previous versions
areas) (3 per day, taken on a best efforts basis with
14 day retention)

CDS Research/Bulk File store Disaster recovery only. Minimum 4 successful

backups in any 7 day period. 14 day retention
period

University databases including Finance, 7 versions

Human Resources and Registry services

University Email (using online storage within 14 days

Outlook Recover Deleted items)

Please note that this policy does not apply to the Student MS365 service as it is not centrally
maintained.
Updated: February 2018 Information Services 1
2. Archiving
Upon expiration of a user account any data stored within the personal file store or mailbox will be
archived and available offline for maximum of 1 year.

If a permanent archive is required, then the Information Services Professional Service Unit (IS
PSU) can transfer the data to DVD or similar media. However, authorisation must be obtained
from the owner of the data and once copied the data will be the responsibility of the person making
the request.

3. Desktop storage
Cranfield Campus
Local PC hard-disks and temp/scratch areas on High Performance Computing Facilities are not
backed up. It is the responsibility of the data owner to ensure that any data stored in these
locations is transferred to a network file store, CD/DVD or USB storage if a backup is required.

The IS PSU strongly recommends that important data is saved to your networked personal file
store to ensure continued backup; automated copy facilities can be set up for your laptop.

Shrivenham Campus
Local (Serco-managed) PC hard disks and temp/scratch areas on High Performance Computing
facilities are not backed up. It is the responsibility of the data owner to ensure that any data held
on their PC hard disk is transferred to a networked file store (i.e. Defence Academy file store if
content is classified “OFFICIAL-SENSITIVE”; or University/CDS file store if content is either
unclassified or classified “OFFICIAL”), or alternatively to appropriately colour coded1 CD/DVD
(only Ministry of Defence (MOD) approved USB devices are permitted for use on the Defence
Academy network). IS PSU strongly recommends that important data is saved either to your
networked personal file store, or appropriate, shared networked file store areas.

4. Operational details
Cranfield Campus
The backup solution the VEEAM Backup software packages and is distributed across two
locations; Datacentre 1 (DC1) is located in Building 63 and holds the primary backup copy. A 2nd
copy is held in a co-located Datacentre offsite, giving us data resilience should we lose access to
Cranfield Campus.
All backups are taken on a nightly basis. Backed up data is written to a DataDomain deduplication
storage device that is located with the backup servers. This unit is then synchronously replicated
to another unit, in the offsite location, for the purpose of disaster recovery.

Shrivenham campus

1 Notes (DEFAC IT Security Notice 360/45/22 refers - available on DA site via DAIS):
(i) Any removable media containing MoD information shall be appropriately colour- coded;
(ii) If content is protectively marked at ‘OFFICIAL’ or above, the media shall be encrypted;
(iii) USB devices are not currently permitted for use on the Defence Academy Restricted network.

Updated: February 2018 Information Services 2

The backup solution for Shrivenham located systems is based upon VEEAM Backup and written
to a RAID (Redundant Array of Independent Disks) configured disk array, these backup sets are
then copied to the Cranfield.

Updated: February 2018 Information Services 3

Document control
Document title Data Backup Policy
Originator name/document owner Systems Manager
Professional Service Unit/Department Information Services
Implementation/effective date September 2009
Approval by and date Director of Information Services
Date of last review and version number February 2018 / V1.6
Date of next review August 2018

Document Review

Version Amendment By Date

1.4 Shrivenham details amended (page 3) Systems June

Manager 2017

1.5 Retention schedules amended Systems November

Manager 2017

1.6 Dates amended Information February

Security 2018
Specialist

Updated: February 2018 Information Services 4