SharePoint Backup/DRP Policy Template

Introduction – SharePoint Backup/DRP Policy SharePoint backups are a business requirement to enable the recovery of SharePoint data and applications in the case of events such as natural disasters, system disk drive failures, espionage, data entry errors, or system operations errors.
Purpose The purpose of the [Organization] SharePoint Backup/DRP Policy is to establish the rules for the backup and storage of electronic [Organization] information.
Audience The [Organization] Backup/DRP Policy Policy applies to all individuals that are responsible for the installation of new SharePoint property, the operations of existing SharePoint property, and individuals charged with SharePoint security.
SharePoint Backup/DRP Policy
  • The frequency and extent of SharePoint backups must be in accordance with the importance of the information and the acceptable risk as determined by the data owner.
  • The [Organization] SharePoint backup and recovery process for SharePoint must be documented and periodically reviewed.
  • The vendor(s) providing offsite SharePoint backup storage for [Organization] must be cleared to handle the highest level of information stored.
  • Physical access controls implemented at offsite backup storage locations must meet or exceed the physical access controls of the source systems. Additionally backup media must be protected in accordance with the highest [Organization] sensitivity level of information stored.
  • A process must be implemented to verify the success of the [Organization] SharePoint backup.
  • Backups must be periodically tested to ensure that they are recoverable.
  • Signature cards held by the offsite backup storage vendor(s) for access to [Organization] backup media must be reviewed annually or when an authorized individual leaves [Organization].
  • Procedures between [Organization] and the offsite SharePoint backup storage vendor(s) must be reviewed at least annually.
  • Backup tapes must have at a minimum the following identifying criteria that can be readily identified by labels and/or a bar-coding system:

1. System name

2. Creation Date

3. Sensitivity Classification [Based on applicable electronic record retention regulations.]

4. [Organization] Contact Information

SharePoint Backup/DRP Policy Supporting Information
  • Any data housed within SharePoint must be kept confidential and secure by the respectful [Organization] SharePoint user. The fact that the business data may be stored electronically (i.e. document library or SharePoint list) does not change the requirement to keep the information confidential and secure. The type of information or the information itself is the basis for determining whether the data must be kept confidential and secure. Furthermore if this data is stored in a paper or electronic format, or if the data is copied, printed, or electronically transmitted the data must still be protected as confidential and secured.
  • On termination of the relationship with the Sharepoint user all security policies for [Organization] apply and remain in force surviving the terminated relationship.
  • The department which requests and authorizes a SharePoint application (the site / application owner) must take the appropriate steps to ensure the integrity and security of all SharePoint Web Parts and application logic, as well as data files created by, or acquired for, SharePoint applications. To ensure a proper segregation of duties, owner responsibilities cannot be delegated to the SharePoint server custodian.
  • The integrity of [Organization] SharePoint software, utilities, operating systems, networks, and respective data files are the responsibility of the server custodian department. Data for test and research purposes must be de-personalized prior to release to testers unless each individual involved in the testing has authorized access to the SharePoint data.
  • [Organization] server custodian departments must provide adequate access controls in order to monitor SharePoint systems to protect business data and associated programs from misuse in accordance with the needs defined by owner departments. All SharePoint access must be properly documented, authorized and controlled, following [Organization] standardized processes.
  • All [Organization] departments must carefully assess the risk of unauthorized alteration, unauthorized disclosure, or loss of the data within the [Organization] SharePoint environment for which they are responsible and ensure, through the use of monitoring mechanisms such that [Organization] is protected from damage, monetary or otherwise. SharePoint owners and server custodian departments must have appropriate backup and contingency plans for disaster recovery based on risk assessment and business requirements.
  • All SharePoint contracts, leases, licenses, consulting arrangements or other agreements must be authorized and signed by an authorized [Organization] officer and must contain terms approved as to form by the Legal Department, advising vendors of [Organization] ‘s retained proprietary rights and acquired rights with respect to its information systems, programs, and data requirements for SharePoint security, including SQL data maintenance and return.
  • [Organization] SharePoint implementation(s) and/or associated equipment used for [Organization] SharePoint implementations that are conducted and managed outside of [Organization] control must meet contractual requirements and be subject to monitoring by appropriate SharePoint administrators as well as other parties.
Disciplinary Actions Violation of this policy may result in disciplinary action which may include termination for employees and temporaries; a termination of employment relations in the case of contractors or consultants; dismissal for interns and volunteers; or suspension or expulsion in the case of a student. Additionally, individuals are subject to loss of [Organization] SharePoint access privileges, civil, and criminal prosecution.
Compliance / Regulation Contributed to by this Policy
  • Copyright Act of 1976
  • Foreign Corrupt Practices Act of 1977
  • Computer Fraud and Abuse Act of 1986
  • Computer Security Act of 1987
  • The Health Insurance Portability and Accountability Act of 1996 (HIPAA)