Information Technology Policy Manual FY23-24

BACK-UP AND RETENTION POLICY

PURPOSE

The purpose of this policy is to define the minimum standards for performing and retaining periodic backups of City of Greensboro computer system data.

SCOPE

These standards apply in their entirety only to the City of Greensboro file servers, SAN/NAS data Storage that are maintained by the Information Technology (IT) Network Services Department of the City of Greensboro. Parties responsible for backup management on other City of Greensboro servers, however, are strongly encouraged to adopt these practices.

POLICY/ROLES AND RESPONSIBILITIES

Data Backup and Retention

1. It is the responsibility of the City of Greensboro IT Network Service Department staff and manager to determine which folders will be backed up on any given City of Greensboro file server.

2. An approved backup job will be scheduled to run on each file server once or more every day. a. Using Cohesity Incremental back-up, a scheduled backup will be run every day of the week on every server and will be retained for 30 days. Extended retention retains 4 weekly each month, 12 monthly and 1 yearly backups. b. Using Netapp snapshot technology every virtual server will have a snapshot taken every day of the week. c. Using Netapp snapshot technology a scheduled snapshot/backup of all file share data residing on SAN/NAS systems will be scheduled to run every 1 hours and be retained with 4 weekly, 7 daily and 8-hour snapshots. d. Using Cohesity replication technology all backups will be scheduled to replicate to a system located at an offsite building and will be retained until the data is no longer needed. e. Cohesity performs validations of each backup to confirm they were successfully completed. a. Full SQL database backup jobs will be scheduled to run on each SQL server every day of the week and will be retained for 30 days. Extended retention retains 4 weekly each month, 12 monthly and 1 yearly backups. b. The SQL Transactional Logs backup jobs will be scheduled to run on each SQL server every 15 minutes of every day of the week and will be retained for the same duration of the full database backup. c. All critical SQL databases will be replicated using Cohesity replication technology. 3. An approved backup job will be scheduled to run on each SQL Database server once or more everyday.

4