For instance, if the database is updated daily and if the office would suffer operationally without the information in the database, then back-ups should be done on a daily basis. For instance, data backed up on a daily basis would have back-up versions for three days. The need for off-site storage is determined by the department. The department must decide what information or records would be necessary to resume operations in the event of a disaster. The Office of the University Archives has developed a procedure for off-site storage in their facility, and they will assist departments who wish to use their facility.
Some departments have a local area network to which their departmental computers are attached.
Normally, the network system administrator has responsibility for backing up files stored on the network, and these procedures are determined by departmental management. It is important to note, however, that one should not assume that their files are being backed up just because their computer is attached to the departmental network. Any file that is created and maintained on a computer attached to a network will only be backed up if the person who created the file takes the extra step of copying the file to the network server. The department, in this case, should publish its network back-up schedule and encourage staff to copy important files to the server. In the context of protecting University Records and Information, departments must determine whether their computers are vulnerable to theft.