Department: SayPro Posts Office
Supervision: SayPro Marketing Royalty (SCMR)
Policy Ref: SCMR-ARCH-BP-2025
Objective:
To ensure the safety, durability, and recoverability of archived content by creating redundant backup copies on multiple storage systems (physical and virtual), thereby preventing data loss due to accidental deletion, corruption, or system failure.
🔄 1. What is a Backup in Archiving?
A backup is a secure copy of data that can be used to restore content in the event of loss, damage, or failure of the original archive. In SayPro’s context, backup procedures apply to all posts marked as archived—including blog posts, news articles, SCMR documentation, training content, and reports.
📚 2. SayPro Backup Principles
| Principle | Description |
|---|---|
| Redundancy | At least two additional copies of each archived file must exist |
| Diversification | Store backups across different storage types and locations |
| Automation | Use automated tools to minimize human error and missed backups |
| Encryption | Protect backup files with encryption to prevent unauthorized access |
| Regular Testing | Periodically restore backup files to verify integrity and accessibility |
🧰 3. Tools and Storage Used by SayPro
| Type | Platform/Tool | Purpose |
|---|---|---|
| Local Backup | External hard drives, NAS (Network Attached Storage) | Fast, internal recovery |
| Cloud Backup | Google Drive, OneDrive, Dropbox, SayPro Secure Cloud | Remote recovery & accessibility |
| Offsite Backup | SayPro Regional Office Data Vault | Disaster recovery |
| Backup Software | Acronis, Duplicati, SyncBack, rsync | Automate & monitor backups |
📁 4. SayPro Backup Workflow
Step 1: Archive Finalization
- Once posts are categorized and metadata is complete, assign a final version code.
- Store the finalized archive in the Primary Archive Folder.
Step 2: Create Backup Copies
- Use backup software or manual transfer to duplicate files to:
- Local backup drive (e.g., SayPro HQ Server A1)
- Cloud storage (Google Workspace > saypro-archives)
- Offsite storage (physical external drive stored in regional office vault)
Step 3: Log All Backups
Maintain a Backup Register that includes:
- File/Post ID
- Date of backup
- Backup location
- Version number
- Responsible Officer
Step 4: Encrypt and Secure
- Use AES-256 encryption or Google Workspace’s built-in encryption tools.
- Set access levels: Only authorized personnel from SCMR and the Posts Office can access.
Step 5: Test Restore (Monthly)
- Select a random sample (e.g., 5 archived posts)
- Restore from each backup source
- Compare restored version with original (checksum or manual comparison)
✅ 5. Backup Schedule
| Backup Type | Frequency | Storage Location |
|---|---|---|
| Full Local Backup | Weekly (Sunday 18:00) | SayPro HQ Local Server |
| Cloud Sync Backup | Daily (Auto-Sync) | Google Drive > /SayProArchive |
| Offsite Physical Backup | Monthly (1st day) | SayPro Cape Town Office Vault |
🧾 6. Example Entry in SayPro Backup Register
| Post ID | Title | Backup Date | Backup Type | Location | Version | Officer |
|---|---|---|---|---|---|---|
| SP-NEWS-0123 | 2023 Tender Results Summary | 2025-04-01 | Cloud | Google Drive Archive | v1.0 | J. Mokoena |
🔐 7. Security and Access Control
- Use role-based access control (RBAC) to ensure only authorized personnel can delete or alter backups.
- Enable version history in cloud systems for rollback.
- Periodic audits by SCMR Compliance Team.
🚨 8. Recovery Protocol (In Case of Data Loss)
- Identify corrupted or lost post(s).
- Retrieve from:
- Primary backup (local)
- Secondary backup (cloud)
- Offsite backup (if both fail)
- Restore to the original archive folder.
- Update restoration status in the Backup Register.
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