Free Backup and Recovery Policy Template (Word)

1. Purpose

The purpose of this policy is to ensure that [Organization Name] can recover its information, software, and systems after accidental deletion, data corruption, hardware or platform failure, malicious encryption, or site loss. It sets minimum requirements for creating backup copies, protecting them, and proving by testing that they restore. This policy addresses ISO/IEC 27001:2022 Annex A control 8.13 (Information backup) and supports controls 8.14 (Redundancy of information processing facilities), 5.29 (Information security during disruption), and 5.30 (ICT readiness for business continuity). Annex A is a reference set of controls; which of these apply to [Organization Name], and the specific values recorded in this policy, are determined by its risk assessment and Statement of Applicability rather than by the standard itself.

2. Scope

This policy applies to all information systems, applications, databases, virtual machines, and configuration data owned or operated by [Organization Name], whether hosted on premises, in [Cloud Provider], or by a third party. It applies to everyone who administers, configures, monitors, or restores backups. Where a supplier backs up data on [Organization Name]'s behalf, equivalent requirements must appear in the contract, and evidence of the supplier's restoration testing must be requested [annually].

3. Backup Scope and Exclusions

[IT Manager] maintains a backup register listing every in-scope system, the data it holds, the backup method, and the storage locations used. Systems in scope include [Production Databases], [File Storage], [Email and Collaboration Platform], [Source Code Repositories], [Identity and Directory Services], and infrastructure configuration. Out of scope are [development and sandbox environments holding no production data], [ephemeral build agents], and [local workstation storage outside synchronized folders]. Every exclusion requires a written justification in the register, approved by [Role or Title].

4. Backup Frequency, Retention, and Recovery Objectives

Each in-scope system is assigned a recovery point objective (RPO) and a recovery time objective (RTO) by its [System Owner] and recorded in the backup register. Where no system-specific value is documented, the default RPO is [4 hours] and the default RTO is [24 hours]. Default schedules are [hourly] incremental backups, [daily] full backups retained [30 days], [weekly] backups retained [13 weeks], and [monthly] backups retained [12 months]. Retention periods must not be shorter than those required by [Data Retention Policy] or by applicable legal, regulatory, or contractual obligations.

5. Storage Locations, Offsite Copies, and Immutability

Backup copies must not depend on the availability or credentials of the system they protect. [Organization Name] retains at least [three] copies across at least [two] storage platforms, with at least [one] copy offsite or in a separate cloud region ([Secondary Region]). At least one retained copy must be immutable for [14 days] using object lock, write-once media, or an equivalent control that prevents deletion or alteration by any account, including backup administrators. Physical media must be stored, transported, and disposed of under [Media Handling Policy].

6. Encryption and Access Control

All backup data must be encrypted in transit and at rest using [AES-256] or another algorithm approved in [Cryptography Policy], consistent with ISO/IEC 27001:2022 Annex A control 8.24 (Use of cryptography). Encryption keys must be held in [Key Management System], must be recoverable independently of the systems being backed up, and must never be stored with the backups they protect. Access to backup repositories, consoles, and restore functions is limited to [Backup Administrators], requires multi-factor authentication, is logged, and is reviewed [quarterly].

7. Restoration Testing and Monitoring

A backup that has never been restored is not a verified backup. [Backup Administrator] tests restoration of each in-scope system at least [quarterly]; each system classified [Critical] undergoes a full restoration into an isolated environment at least [annually]. Each test record must state the system, the backup copy used, the restore method, the time taken to reach a usable state, whether the documented RTO was met, integrity checks performed, and corrective actions. Test records are retained [24 months]. Backup jobs are monitored [daily]; failed or incomplete jobs are raised and tracked under [Incident Response Policy] and remediated within [2 business days].

8. Roles and Responsibilities

[IT Manager] owns this policy, maintains the backup register, and is accountable for backup coverage. [Backup Administrator] configures and monitors backup jobs, performs and documents restoration tests, and resolves failures. [System Owners] set the RPO, RTO, and retention values for their systems and confirm the integrity of restored data during tests. [Information Security Officer] reviews test results, encryption and access controls, and approved exceptions. [Senior Management] approves this policy and allocates the resources needed to meet the recovery objectives it records.

9. Enforcement, Exceptions, and Review

Failure to comply may result in disciplinary action up to and including termination under [Organization Name]'s [HR or Sanctions Policy]. Supplier noncompliance is addressed through the applicable contract.

Exceptions must be requested in writing, risk-assessed, approved by [Role or Title], and recorded in the exception register maintained by [IT Manager], with a compensating control, an expiry date, and a cross-reference to the affected entry in the backup register.

This policy and the backup register are reviewed at least [annually], after significant changes to systems or hosting, and after any incident in which a restoration failed or a recovery objective was missed. Version History: [Version] | [Date] | [Author] | [Summary of Changes] | [Approved By]