# Data Backup Policy Template, Word and PDF Source: https://nerix.ai/templates/data-backup-policy Buy to download This page shows a preview. Buy the document on nerix.ai to download it as Word and PDF and print it. https://nerix.ai/templates/data-backup-policy # Data backup policy Say what is backed up, how often and where, and prove that a restore works. Before you send it Laws and contracts may set how long you must, or must not, keep data, and where it can be stored. Check them, especially for personal data. This is not legal advice. ## Fill it in and preview You are signed in. Fill it in your workspace and it is kept as a document you can send, share and have signed. [Open in your workspace](https://app.nerix.ai/documents/templates/data-backup-policy) **€4.99, pay once, Word and PDF** Included in every paid nerix plan. ### Data backup policy **Company:** Northgate Building Ltd **In force from:** 1 January 2027 **Owner:** IT Manager ## 1. Purpose This policy makes sure that Northgate Building Ltd can recover its data after an error, a failure, an attack or a disaster. A backup that has not been tested is not a backup. ## 2. What is backed up File server and shared drives Accounting system database Email and calendars (cloud) Customer database Laptop work folders ## 3. What is not backed up Personal files on company laptops Temporary and cache folders 4. How often 5. Where copies are kept 6. Protection 7. How long copies are kept 8. Recovery targets ⁦2 / 2⁩ The full document unlocks when you download The rest is written and waiting, with your answers in place. Templates are a careful starting point, not legal advice. Where the law matters, check what applies where you are. IT and projects ## What this template is for A data backup policy: what is backed up, how often, where copies are kept, encryption, restore tests, how long copies are kept and what to do if a backup fails. It is free to fill in online and needs no account. The finished Word document and PDF cost €4.99, paid once. [See all IT and projects templates](https://nerix.ai/templates/it-projects) IT and projects ## What you fill in The form asks for 13 details. The document fills itself in as you type. - ### Company For example: Northgate Building Ltd - ### In force from For example: 1 January 2027 - ### Policy owner For example: IT Manager - ### What is backed up One system per line. For example: File server and shared drives Accounting system database Email and calendars (cloud) Customer database Laptop work folders - ### What is not backed up optional For example: Personal files on company laptops Temporary and cache folders - ### How often For example: Databases: every hour, plus a full copy each night File server: every night Cloud email: daily by the provider's backup service - ### Where copies are kept A good rule is three copies, on two kinds of storage, with one off site. For example: Copy 1: on a backup server in the office Copy 2: encrypted, in cloud storage in a different region Copy 3: monthly offline disk kept in the safe - ### Protection For example: All backups are encrypted. Keys are kept apart from the backups, and only two people can use them. - ### How long copies are kept For example: Daily copies: 30 days Monthly copies: 12 months Yearly copies: 7 years for accounts - ### Target time to restore How long the business can wait. For example: 4 hours for the accounting system, 24 hours for everything else - ### Most data we can afford to lose For example: 1 hour for databases, 24 hours for files - ### Restore tests For example: A test restore of one system every month and of every system each year; results recorded. - ### If a backup fails For example: The system sends an alert to the IT team. A failure is fixed the same day and a manual backup taken. Two failures in a row are reported to the owner. IT and projects ## What is inside The parts of this document, in order. - 1 1. Purpose - 2 2. What is backed up - 3 3. What is not backed up - 4 4. How often - 5 5. Where copies are kept - 6 6. Protection - 7 7. How long copies are kept - 8 8. Recovery targets - 9 9. Testing - 10 10. If a backup fails - 11 11. Responsibilities - 12 12. Review Templates ## How it works - 01 ### Fill in Type your details in the form. The document fills itself in as you type; click any gap to jump to its field. - 02 ### Check Read it through. Gaps you have not filled stay marked, so nothing goes out half done. - 03 ### Download Pay once and get it as a Word document to edit further and as a PDF to send or print. The link comes by email too. ### Was this template helpful? IT and projects ## Questions people ask ### What details does this template ask for? The form asks for 13 details, starting with Company, In force from, Policy owner, What is backed up, How often. 1 more are optional. ### How much does this template cost? €4.99, paid once. Filling it in and seeing the first part is free. You pay when you download the finished Word document and PDF, with no account and no subscription. Every paid nerix plan includes it. ### Can I download this template as Word or PDF? Yes. When you have filled in the form, press Download and pay once. You get the finished document as a Word file to keep editing and as a PDF to send or print, and the link by email. ### Is what I type sent anywhere? While you fill it in, what you type stays in your browser. When you buy the document, your answers go to nerix to make your files. They are kept for seven days so you can download again, then deleted. ### What should I check before I use this template? Laws and contracts may set how long you must, or must not, keep data, and where it can be stored. Check them, especially for personal data. This is not legal advice. ### Are these IT and project templates free? Most are. Fill in and download them for free as Word or PDF, with no account. A few longer documents are premium: free to fill in, paid once to download, and marked with their price. ### Does a security policy make us secure? No document does that alone. A policy helps when it matches what people really do, so keep it short, explain it to your team and review it every year. ### Is a project charter only for large projects? No. A small project benefits too, because one page that names the goal, the limits and the decision maker prevents most arguments later. Templates ## More in IT and projects - [API integration specification Specify how two systems connect: what data moves, how it is secured, how errors are handled and who owns it. 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See if the directive applies, the ten Article 21 security measures and the 24 hour, 72 hour and one month deadlines. Read the guide