Procedures
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      LATechNet Managed SaaS Backup Service Policy - Rev. v2025.1

      Protecting your Office 365 and Google Workspace data (Per Contracted User)

      Backup Procedure (How We Perform It)

      1. Configure the Backup Plan

      • Action: We log in to the LATechNet Managed SaaS Backup Service portal.

      • How We Do It: In the “Add Organization” wizard, we connect to each Office 365 or Google Workspace tenant via secure OAuth. We select which services to protect—Exchange mailboxes, OneDrive/SharePoint or Gmail, Drive, Calendar, Contacts—and set encryption and multi-region storage.

      • Verification: We confirm the API connections are active and encryption keys are applied.

      2. Define Backup Frequency & Retention

      • Action: We establish how often and how long data is kept.

      • How We Do It:

        • Mail & Files: Snapshots run every 4 hours.

        • Calendars & Contacts: Snapshots run daily at 2:00 AM.

        • Retention: Keep hourly snapshots for 24 hours, daily for 30 days, and monthly for 12 months.

      • Verification: The retention dashboard shows the correct schedule tiers and retention counts.

      3. Monitor Backup Jobs

      • Action: We track each backup cycle and surface any issues.

      • How We Do It: Automated alerts notify us of failed API calls, throttled operations, or tenant-wide errors. We review the jobs view every business morning.

      • Verification: Any failure triggers an email and a ticket; we resolve errors within one business hour.

      4. Verify Backup Integrity

      • Action: We ensure your cloud data is accessible and complete.

      • How We Do It: Monthly, we perform a sample restore of a mailbox or Drive folder into an isolated test account. We verify email threads, permissions, file versions, and metadata.

      • Verification: Results—including any mismatches—are logged in our recovery-test report.

      5. Security & Compliance Checks

      • Action: We confirm backups meet regulatory and policy requirements.

      • How We Do It: We ensure data is encrypted at rest (AES-256) and in transit (TLS 1.2+), and that backups reside in approved geographic regions. Quarterly, we audit backup logs for access and change history.

      • Verification: Audit summaries are stored in our secure compliance repository.

      Restore Procedure (How We Perform It)

      1. Initiate SaaS Restore

      • Action: We start a recovery when data loss or corruption occurs.

      • How We Do It: From the LATechNet portal’s “Restore” tab, we select the tenant, service (mail, files, calendar), and point-in-time snapshot.

      • Verification: We confirm the snapshot timestamp and affected user or folder.

      2. Choose Restore Target

      • Action: We decide where recovered data will go.

      • How We Do It: Options include:

        1. Original user account (merge or overwrite)

        2. Alternate user or shared mailbox/folder (for validation)

        3. Export to PST/ZIP (for offline archiving)

      • Verification: We review the target selection before proceeding.

      3. Execute and Monitor

      • Action: We launch the restore job and ensure smooth execution.

      • How We Do It: Clicking “Start Restore” initiates the process; the portal shows real-time status, API call counts, and any conflicts.

      • Verification: We address conflicts (e.g., duplicate file names) immediately and confirm the job reaches 100%.

      4. Validate Restored Data

      • Action: We confirm everything is back as expected.

      • How We Do It: We sample restored emails, documents, calendar entries, and contact records—checking timestamps, attachments, sharing permissions, and version history.

      • Verification: A signed-off restore report confirms full integrity.

      5. Log and Report

      • Action: We document the recovery for audits and future reference.

      • How We Do It: We log:

        • Tenant name

        • Service restored

        • Snapshot date/time

        • Restore target

        • Start/end times

        • Validation results

      • Verification: The log entry is stored in our compliance portal and shared with your IT team.

         


        Policy Schedule Details Summary


        Activity Frequency Time/Window Notes
        SaaS Snapshots Every 4 hrs & Daily Hourly & 2:00 AM Mail & files every 4 hrs; calendars & contacts daily
        Retention Pruning Continuous N/A 24 hr hourly, 30 day daily, 12 month monthly
        Backup Monitoring Daily Business morning Alerts on API failures, throttling, tenant errors
        Integrity Test Restores Monthly Off-peak Sample mailbox/Drive restores; document outcomes
        Security & Compliance Audit Quarterly First week of quarter Encryption, region, access-log reviews
        Full Disaster Recovery Drill Annually As scheduled Simulate end-to-end SaaS recovery