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Define Uncontrollable Variables

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|Introduction |Electronic backups are a business requirement to enable the recovery of 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 [AGENCY] Backup/DRP Policy is to establish the rules for the backup and storage of |
| |electronic [AGENCY] information. |

|Audience |The [AGENCY] Backup/DRP Policy applies to all individuals within the [AGENCY] enterprise that are |
| |responsible for the installation and support of Information Resources, individuals charged with |
| |Information Resources Security and data owners. |

|Definitions |Information Resources (IR): any and all computer printouts, online display devices, magnetic storage |
| |media, and all computer-related activities involving any device capable of receiving email, browsing Web|
| |sites, or otherwise capable of receiving, storing, managing, or transmitting electronic data including, |
| |but not limited to, mainframes, servers, personal computers, notebook computers, hand-held computers, |
| |personal digital assistant (PDA), pagers, distributed processing systems, network attached and computer |
| |controlled medical and laboratory equipment (i.e. embedded technology), telecommunication resources, |
| |network environments, telephones, fax machines, printers and service bureaus. Additionally, it is the |
| |procedures, equipment, facilities, software, and data that are designed, built, operated, and maintained|
| |to create, collect, record, process, store, retrieve, display, and transmit information. |
| |Backup: Copy of files and applications made to avoid loss of data and facilitate recovery in the event |
| |of a system crash. |
| |Offsite Storage: Based on data criticality, offsite storage should be in a geographically different |
| |location from the [AGENCY] campus that does not share the same disaster threat event. Based on an |
| |assessment of the data backed up, removing the backup media from the building and storing it in another |
| |secured location on the [AGENCY] Campus may be appropriate. |
| |Vendor: someone who exchanges goods or services for money. |

|Services |Information Services may have existing contracts for offsite backup data storage. These services can be |
| |extended to all [AGENCY] entities upon request. |

|Backup Policy |The frequency and extent of backups must be in accordance with the importance of the information and the|
| |acceptable risk as determined by the data owner. |
| |The [AGENCY] Information Resources backup and recovery process for each system must be documented and |
| |periodically reviewed. |
| |The vendor(s) providing offsite backup storage for [AGENCY] 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 [AGENCY] sensitivity level of information stored. |
| |A process must be implemented to verify the success of the [AGENCY] electronic information 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 [AGENCY] backup media must be|
| |reviewed annually or when an authorized individual leaves [AGENCY]. |
| |Procedures between [AGENCY] and the offsite 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: |
| |System name |
| |Creation Date |
| |Sensitivity Classification [Based on applicable electronic record retention regulations.] |
| |[AGENCY] Contact Information |

|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 [AGENCY] Information Resources access privileges, civil, and criminal|
| |prosecution. |

|Supporting Information |This Security Policy is supported by the following Security Policy Standards. |
|Reference # |Policy Standard detail |
|7 |Any data used in an IR system must be kept confidential and secure by the user. The fact that the data |
| |may be stored electronically does not change the requirement to keep the information confidential and |
| |secure. Rather, 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. |
|9 |On termination of the relationship with [AGENCY], users must surrender all property and IR managed by |
| |[AGENCY]. All security policies for [AGENCY] IR apply to and remain in force in the event of a |
| |terminated relationship until such surrender is made. Further, this policy survives the terminated |
| |relationship. |
|11 |The department which requests and authorizes a computer application (the owner) must take the |
| |appropriate steps to ensure the integrity and security of all programs and data files created by, or |
| |acquired for, computer applications. To ensure a proper segregation of duties, owner responsibilities |
| |cannot be delegated to the custodian. |
|14 |The integrity of general use software, utilities, operating systems, networks, and respective data files|
| |are the responsibility of the 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 data. |
|16 |Custodian departments must provide adequate access controls and system monitoring to protect data and |
| |programs from misuse in accordance with the needs defined by owner departments. Access must be properly|
| |documented, authorized and controlled. |

|Supporting Information, continued |This Security Policy is supported by the following Security Policy Standards. |
|Reference # |Policy Standard detail |
|17 |All departments must carefully assess the risk of unauthorized alteration, unauthorized disclosure or |
| |loss of the data for which they are responsible and ensure, through the use of monitoring systems, that |
| |[AGENCY] is protected from damage, monetary or otherwise. Owner and custodian departments must have |
| |appropriate backup and contingency plans for disaster recovery based on risk assessment and business |
| |requirements. |
|18 |All computer systems contracts, leases, licenses, consulting arrangements or other agreements must be |
| |authorized and signed by an authorized [AGENCY] officer and must contain terms approved as to form by |
| |the Legal Department, advising vendors of [AGENCY]’s IR retained proprietary rights and acquired rights |
| |with respect to its information systems, programs, and data requirements for computer systems security, |
| |including data maintenance and return. |
|19 |[AGENCY] IR computer systems and/or associated equipment used for [AGENCY] business that is conducted |
| |and managed outside of [AGENCY] control must meet contractual requirements and be subject to monitoring.|

|References |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) |
| |The State of Texas Information Act |
| |Texas Government Code, Section 441 |
| |Texas Administrative Code, Chapter 202 |
| |IRM Act, 2054.075(b) |
| |The State of Texas Penal Code, Chapters 33 and 33A |
| |DIR Practices for Protecting Information Resources Assets |
| |DIR Standards Review and Recommendations Publications |

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