Nonprofit System Backups: Create a Fortress

The last thing any nonprofit wants is lost donor data, fundraising campaigns grinding to a halt, and the website going dark. Of course, these disasters can be minimized when you have backups in place. Last month, we shared a roundup of policies and processes you’ll want to make sure are in place. This month, let’s dive into what nonprofit system backups are needed along with human backups (yes, humans need backup too!).

System Backups

What are best practices for creating a fortress against digital disasters? Whenever we do an implementation we look at all the different pieces of nonprofit technology to determine what needs a backup. Often we can automate those backups and make it easy for the nonprofits we work with. By doing this research, we save clients from having large pieces of data or content lost. First, take a look at what content or data is crucial for restoration. Then, here are some questions to help you determine if your backups are meeting your needs.

Websites

• How far back do your backups go?
• Is it just one backup, or do you have a year’s worth?
• Do your WordPress plugins or Drupal module settings backup or is it just the content?
• What’s the recovery process? How much time does it take?

Databases and Other Technology

• Does your cloud-based service backup (there are some that don’t)?
• Do any customizations need to be backed up?
• Do you need something to pull data out and put it into your own repository? Is the repository backed up?
• Are your settings and system backed up or just the data?
• What’s the recovery process? How much time does it take?

Notice both of these groups end with knowing the recovery process and how much time it takes. This is key for making sure the humans can set their priorities when something goes wrong.

Backup Sysadmin

Nonprofit system admins are in charge of backing up technology. Their role is to take care of those monthly, weekly, daily processes that keep your data clean and your systems up and running. What happens when they are out sick, on vacation, or on a leave of absence?

• Are there essential tasks that will need to be done to maintain the fortress?
• What needs attention and what doesn’t?
• What happens if there’s a restore needed? What happens if…?

What happens when your admin gets a new job and leaves? Who will fill in until you find someone else? Are you planning for that new admin to come in? You may want to think about succession planning so a new admin can jump in quickly. Here’s an example of what that might look like with Salesforce.

Having a Backup Sysadmin who at least knows the high priority processes and restore processes, is imperative for maintaining backups while your system admin is out. When you plan ahead the Backup Sysadmin can spend more time on their usual duties while a new or interim System Administrator settles in.

Keep Your Fortress Strong

By combining the power of technology and the expertise of your team, you can keep your digital fortress strong. You’ll have less last minute problems and when there is a problem, it can be fixed in a timely manner. Of course we are always here to set up system backups and be your Backup Sysadmin through our Ongoing Support services.