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Data Backup Policy

Implementation Date: November 1st, 2013

Last Revision Date: November 1st, 2013

Scope: CodeCore requires that computer systems used in the operation of CodeCore be backed up periodically, that the backup media be stored at a secure off-site location, and that recovery tests are performed on a regular basis. As a result, Information Services will adhere to information technology best practices which call for daily, weekly, monthly, and yearly system backups. This scheme allows systems to be restored with at most one working days data missing. CodeCore website is off-site at all times and has it’s own unique backup frequency schedule, storage guidelines.

Policy: The purpose of the systems backup is to provide a means to restore the integrity of the computer systems in the event of a hardware/software failure or physical disaster and provide a measure of protection against human error or the inadvertent deletion of important files. System backups are not intended to serve as an archival copy or to meet records retention requirements.

Frequency. Incremental backups will be performed daily. Incremental backups will be saved for a full week. A full systems backup will be performed weekly. Weekly backups will be saved for a full month. The last weekly backup of the month will be marked as a monthly backup. Monthly backups will be saved for one year. The last monthly backup of the year (May) will be marked as the yearly backup. Yearly back-ups will be saved for five years. Incremental, weekly, monthly, and yearly backup media that is no longer needed will be recycled or destroyed.

Storage. Incremental backups will be stored on-site on a portable Drive kept connected to the computer system. Access to the fire proof safe is limited to the Administrative Staff whose duties require them to perform system backups. Weekly, monthly, and yearly backups will be stored at a secure off-site location. Access to the secure off-site location and the ability to request backups from this location is limited to the Administrative Staff whose duties require them to perform system backups.

Recovery Testing. A member of the Administrative staff will perform quarterly tests (January, April, July, and October) on all of their system backups to determine if the files and data can be restored. The results of these tests will be reported to the the President of CodeCore.

Exceptions: In the unlikely event that a system cannot conform to this policy, the President will be informed and detailed with the specific actions being taken and/or resources needed to comply with the intent of this policy.

Website. CodeCore’s website is backed up by the 3rd party hosting provider that hosts it off-site on their server(s) and additional backups are made with the following criteria.

Frequency. A full website backup will be performed yearly. Yearly backups will be saved for five years.

Storage. Yearly backups will be stored at a secure off-site location. Access to the secure off-site location and the ability to request backups from this location is limited to the Administrative Staff whose duties require them to perform system backups.

Recovery Testing. A member of the Administrative staff will perform Yearly tests  on all of their website backups to determine if the files and data can be restored. The results of these tests will be reported to the the President of CodeCore.

Sanctions: Accounts and network access may be administratively suspended by the CodeCore with or without notice when, in the Institution’s judgment, continued use of CodeCore’s resources may interfere with the work of others, place CodeCore or others at risk, or violate CodeCore policy. Any violation of this policy by a student may lead to disciplinary charges under the appropriate student disciplinary policy, which may include expulsion or suspension of student status. Faculty and staff violations will be addressed by their respective disciplinary policies and procedures. All known and/or suspected violations must be reported to the President, who will investigate all such allegations of misuse with the assistance of the Administrative staff of CodeCore. Penalties for faculty/staff violators may include: Suspension or termination of access to computer and/or network resources; disabling all computer and/or network services; suspension or termination of employment; and/or criminal and/or civil prosecution. Users of CodeCore computing facilities are subject not only to CodeCore policies, but also to applicable local, provincial, and federal laws.