This in from our PD.

 

Erik F. Nelson

Senior Planner

City of Fredericksburg, VA

(540) 372-1179

From: Nye, David [mailto:[log in to unmask]] 
Sent: Monday, December 21, 2009 11:22 AM
To: [log in to unmask]
Cc: Erik Nelson
Subject: FW: e-Discovery, Backup Tapes and Disaster Recovery

 

Hello. See our response below. Hope this helps!

 

1.     Do you maintain backup tapes for disaster recovery purposes only?
Please explain if no.

Yes

2.     What is the extent of the history available on your tapes (1
week, 1 month, etc.)?

All data in our Records Management System is backed up which is about 10
years worth right now.  Program files are not backed up; just data.

3.     Do you have an organizational policy in place addressing how
backup tapes are handled/managed? (Please provide a copy if available)

Our data is backed up daily on tape and a backup tape is taken off site
once a week.  At the end of the month, all tapes taken off site, with
the exception of the last of the month, is put back into circulation to
be reused.  Therefore, at the end of the year, there will be 12 backup
tapes, once for each month, stored off site.  Though policy does not
require it, we also back up this data to a hard drive media and will
soon be backing it up directly to an off-site server so, in the event of
a catastrophic emergency, that server could be bought on site to
continue operations with little interruption.  If it's not able to be
bought back on site, we can operate on a limited basis directly from the
backup server.  It is limited due to the network bandwidth at present
but, hopefully, will be corrected by the installation of fiber optics in
the upcoming year.  We have limited written policy which is provided
here:

601.01 - Records Section Computer System Security - The department
Records Section takes several steps to ensure the security of its
computerized record system, such as: 

* All data is backed up on a daily basis. Electronic media specifically
designed for this purpose stores the data. The media is taken to the
City IT Department weekly and kept in a secure location away from the
server designated for this task. All media that are used for the purpose
of backing up the Records Sections' computerized records are recycled
and reused. [82.1.6, a, b]

 

 

Chief David Nye

Fredericksburg Police Department

2200 Cowan Blvd.

Fredericksburg, VA  22401

(540) 372-1049

(540) 371-4474 (fax)

________________________________

 

From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]] On Behalf Of Wolff, Debbie
Sent: Thursday, December 17, 2009 2:57 PM
To: [log in to unmask]
Subject: e-Discovery, Backup Tapes and Disaster Recovery

 

Dear All,

 

Hampton is currently developing an internal e-Discovery policy and we
have an industry-specific question regarding how your organization
treats backup tapes.  If you would please respond to me on the following
questions, I would appreciate it.

 

4.     Do you maintain backup tapes for disaster recovery purposes only?
Please explain if no.

5.     What is the extent of the history available on your tapes (1
week, 1 month, etc.)?

6.     Do you have an organizational policy in place addressing how
backup tapes are handled/managed? (Please provide a copy if available)

 

Thank you,

 

 

Debbie Wolff, Records Manager

City of Hampton

22 Lincoln Street, 6th Floor

Hampton, VA 23669

[log in to unmask]

Tel:  (757) 727-6085

Fax: (757) 727-6631

 

Visit Hampton Information Technology on the web:  http://hampton.gov/it/

 

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