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SOPs / IT & MIS / Backup Procedures

All hotels are responsible for performing backups of all computer data on their systems. This is an essential component of computer maintenance that will assist in the recovery of hotel operations if data loss or computer destruction occurs. Following backup procedures should be among the highest IT concerns at every hotel. If your hotel is not following backup procedures they should be started right away.

Server backups should be performed on a daily basis and should be recorded using the Backup Log Sheets, instructions for using the sheet are below. At the end of the month the hotel is responsible for submitting a copy of the log sheet to the support office for review. The hotel should contact the support office if there are any reoccurring or unusual problems with backups or if there are any questions, concerns, or suggestions about the backup procedures.

A three-ring binder with a supply of Backup Log Sheets, a printed copy of this PAP, and any instructions that describe the backup procedures for your systems should be stored next to the server/computer where the backup tape or disc is inserted. Selected members of the hotel staff should be responsible for this task and should be trained to properly deal with the computer equipment and software involved. The equipment, software and supplies for the actual backup process should already be in place.

A one week rotation of backup tapes is the minimum required however some systems might utilize a two or three week rotation. Tapes should be labeled with the rotation set they belong to and what day of the week they are used. In some cases a hotel might be required to create an archive of backup tapes, for more information see the PAP titled "Archiving Backup Tapes."

Instructions For Using the Backup Log Sheet

  1. The Backup Log Sheet should be filled out daily by the person changing the tape (or disc) for the backup.
    At the start of the month please fill out the appropriate information at the top of the log sheet. On a daily basis information should be recorded next to the corresponding date, please also circle day of the week as it will aid persons reviewing the sheet.
    • Rotation Set - Please indicate which set of tapes you are using. This information should be on the tape’s (or disc’s) label.
    • Pass or Fail - Please indicate passed or failed. Instructions should be given as to how to obtain this information when training staff to do backups and/or a cheat sheet outlining the steps should be available in the three-ring binder.
    • Size of the Backup - Record the appropriate information. Again, instructions should be given as to how to obtain this information when training staff to do backups and/or a cheat sheet outlining the steps should be available in the three-ring binder.
    • Initial - The person changing the tape (or disc) should initial the log sheet.
    • Backup Taken Off-Site - Once a week a backup tape (or disc) should be taken off the property. This will ensure that we have a backup copy of data should there ever be a site disaster that results in data loss and damages the backup tapes. This should be done by a responsible employee that will safely store the tape (or disc). It should be recorded on the log sheet who takes the backup and where it is taken to. (The glove compartment of a car or the bottom of a purse IS NOT a safe place to store a backup).

  2. At the end of the month, the Backup Log Sheet should be scanned and emailed or faxed to the support office. The hotel should keep their log sheets in the back of the three-ring binder, when site inspections are performed AHMC will want to review these records.

  3. Please contact the support office if there are any reoccurring or unusual problems with the backup tapes (or discs) or if you have any questions or suggestions about the backup procedures at your hotel.

 
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