Understanding backup and retention
When managing your organisation’s information, it’s important to understand the difference between backup and retention, as they serve two different purposes in information management.
Backup
A backup is a copy of your information that is stored separately from the original, and it is used to restore your information if it is lost, damaged or corrupted. Think of it as a safety net – if something goes wrong (e.g. a system crash, accidental deletion or cyber-attack), a backup allows you to recover your information quickly. Backups are made regularly (daily, weekly, or monthly) to ensure you always have a recent copy of your information in case something goes wrong.
Key points about backup:
- It is used for information recovery in case of a loss or corruption
- Backups are created at regular intervals
- Backup information is stored separately from the original (e.g. in the cloud, an external hard drive, or another server)
Backup requirements include:
- Backup frequency – daily, weekly, monthly, or on-demand.
- Recovery time/speed – allowed downtime to recover the information from the backup source.
- Backup location – e.g., cloud, local device, external hard drive, USB drive. Each option has its pros and cons regarding cost, security, accessibility, and scalability.
- Endpoints (computers, tablets, smartphones) that contain information that might be uniquely stored on them.
- Security and encryption of the backed-up information.
- Frequency to test the backup solution/backup failure alerts.
Retention
Retention, on the other hand, refers to keeping certain information for a specified period due to legal, regulatory or organisational requirements. Retention policies define how long information must be stored before it is archived or deleted. For example, child protection records must be retained for up to 25 years due to legal requirements. Retention policies ensure that you keep important information for as long as necessary but don’t hold onto information indefinitely, which can pose security risks or lead to unnecessary storage costs.
Key points about retention:
- It is about how long information needs to be kept
- Retention is driven by legal, regulatory or organisational policies
- Information is stored for a set period and deleted or archived when no longer needed.
It’s important to consider sector-specific requirements when creating your organisation’s backup and retention plans. Different industries have different legal obligations for how long certain information types need to be kept. By aligning your policies with these rules, you can avoid fines or other legal issues.
In summary, backup is focused on creating a copy of your information for recovery in case of accidental loss or damage. Retention is about keeping certain information for a specific period to meet legal or organisational requirements.
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