Data Backup and Recovery for Accounting & Finance
A procedure for performing regular data backups and executing data recovery operations when data loss occurs due to hardware failure, human error, or other events.
Purpose
To protect organisational data from loss by maintaining reliable backup copies and providing a tested process for recovering data within defined recovery objectives.
Scope
Covers all business-critical data including databases, file systems, application data, email, and configuration data across on-premises and cloud environments.
Prerequisites
- Defined backup schedule and retention policy approved by management
- Backup infrastructure with sufficient storage capacity
- Documented recovery time objectives and recovery point objectives for each system
- Tested backup and recovery procedures
Built with ASIC regulatory requirements, AML/CTF compliance, Tax Practitioners Board obligations, and APES standards in mind.
Step-by-Step Procedure
Configure Backup Jobs
Set up and maintain backup jobs in the backup management system according to the approved backup schedule and retention policy.
- 1.1Define backup jobs for each system covering full, incremental, and differential backup types
- 1.2Schedule backup windows to minimise impact on production systems
- 1.3Configure retention rules to maintain the required number of backup copies
Monitor Backup Execution
Review backup job logs daily to confirm successful completion and investigate any failures.
- 2.1Check the backup management console for job completion status
- 2.2Investigate and resolve any failed or incomplete backup jobs
- 2.3Re-run failed backups and verify successful completion
Manage Backup Storage
Monitor backup storage capacity and manage the lifecycle of backup media or cloud storage to ensure sufficient capacity.
- 3.1Monitor backup storage utilisation and projected growth
- 3.2Manage tape rotation or cloud storage tier transitions as applicable
- 3.3Ensure off-site or geographically separated copies are maintained
Receive Recovery Request
When data recovery is needed, receive and validate the request with details of what data needs to be restored and the target recovery point.
- 4.1Receive the recovery request through the IT service desk
- 4.2Confirm the data to be recovered and the desired recovery point in time
- 4.3Verify authorisation for the recovery request
Execute Data Recovery
Restore the requested data from the appropriate backup to the target location.
- 5.1Identify the correct backup set based on the requested recovery point
- 5.2Execute the restore operation to the designated target location
- 5.3Monitor the restore progress and address any issues
- Restore to a temporary location first to verify data before overwriting production data
Verify Recovered Data
Confirm that the recovered data is complete, accurate, and accessible. Have the requesting user verify the restoration.
- 6.1Verify the integrity and completeness of the restored data
- 6.2Ask the requesting user to confirm the data has been recovered correctly
- 6.3Move verified data to the production location if initially restored to a temporary area
Working paper and Close
Record the recovery operation details, update the recovery log, and close the service desk ticket.
- 7.1Working paper the recovery details including data restored and time taken
- 7.2Update the recovery log for reporting and trend analysis
- 7.3Close the service desk ticket with resolution details
Quality Checkpoints
Common Mistakes to Avoid
Expected Outcomes
Percentage of backup jobs that complete successfully, measuring backup infrastructure reliability.
Percentage of recovery operations completed within the defined recovery time objective.
Percentage of recovery requests that result in complete and accurate data restoration.
Frequently Asked Questions
What is the difference between full, incremental, and differential backups?
A full backup copies all data. An incremental backup copies only data changed since the last backup of any type. A differential backup copies all data changed since the last full backup. Most backup strategies combine these types for efficiency.
How quickly can data be restored?
Recovery time depends on the volume of data and the backup medium. Small file recoveries can be completed in minutes, while large database or full system recoveries may take several hours.
How far back can data be recovered?
Data can be recovered from any backup copy within the retention period defined in the backup policy. Typical retention periods range from 30 days to one year depending on the data type and regulatory requirements.
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