AKAKI BASIC METALS INDUSTRY Document No.

አቃቂ ቤዚክ ሜታልስ ኢንዱስትሪ DB/ABMI/ICT/002

Issue No.
Page No
Title DATA BACKUP PROCEDURE 2
Page 1 of7
8

ISSUE HISTORY
Issue Description of Change Status Originator Effective Date

1 Initial Release Approved Taskforce Feb,7/2022

2 Revised based on ISO 9001:2015 QMS Approved Taskforce Oct,10/2023
REFERENCE DOCUMENTS

Document Number Document Title

ISO 9000:2015 Quality Management Systems - Fundamentals & Vocabulary
ISO 9001:2015 Quality Management System – Requirements,

No Content Page
1 Purpose 3 FOR DOCUMENT CONTROL
2 Scope 3 USE ONLY
3 Process owner 3
4 Involved 3
5 References 3
6 Definitions and abbreviation 3
7 Performance indicators 3
8 Procedure 3
8.1. Procedure Flow Chart 4
8.2 Description of the process steps 5
9 Records 6
10 Format 6
11 Annex 6

APPROVAL: Name: Asnake Gudisa Signature: Date

Oct 10 /2023
 AKAKI BASIC METALS INDUSTRY Document No.
አቃቂ ቤዚክ ሜታልስ ኢንዱስትሪ DB/ABMI/ICT/002

Issue No.
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Title DATA BACKUP PROCEDURE 2
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8
1. PURPOSE
This procedure describes the methods to manage and secure backup and restoration processes
and the media employed to prevent loss of data in the case of accidental deletion or
corruption of data, system failure or disaster to ensure timely restoration of information and
safeguard information assets of ABMI
2. SCOPE
The procedure covers activities for provision of backup database which applies to all servers
in the information technology data and telephone centers’, including the Network Attached
Storage (NAS).
The retention periods of information contained within system level backups are designed for
recoverability and provide a point-in-time snapshot of information as it existed during the
time period defined by system backup policies.
3. RESPONSIBILITY
General Manager, Information Technology & Documentation Directorate
4. DEFINITIONS AND ABBREVIATIONS
5. DEFINITIONS
5.1 System Restoration Plan; System: ---Restoration Plan means the steps required to restore
the system completely from a disaster that required the business to relocate, to offer limited
services, or to not provide services at all.

5.2 IT Infrastructure IT Infrastructure means all information technology

hardware, software, data, information, processes, systems, services,
devices, procedures, environmental, and support facilities provided by the
ABMI

5.3 Backup is the process of copying active files from an online disk to tape or
save so that files may be restored to a disk in the event of equipment failure,

Damage to or loss of data.

5.4 Data Retention is defined as the retention of data for a specific period of time

APPROVAL: Name: Asnake Gudisa Signature: Date

Oct 10 /2023
 AKAKI BASIC METALS INDUSTRY Document No.
አቃቂ ቤዚክ ሜታልስ ኢንዱስትሪ DB/ABMI/ICT/002

Issue No.
Page No
Title DATA BACKUP PROCEDURE 2
Page 1 of7
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And for back up purpose

5. ABBREVIATIONS
DBNA Data Base & Network Administrator II
GM General Manager
ABMI Akaki Basic Metals Industry
IS Information System
ISO International Organization for Standardization
ITD Information Technology Directorate
IT Information Technology
ISPS Information System Protection Schedule
ITTL Information Technology Team leader
NAS Network Attached Storage
OF Operating Form
OP Operating Procedure
QMS Quality Management System
SDBNA Senior Data Base & Network Administrator II
WM Web Master
ICT Information Communication Technology
DBA Database Administrator

APPROVAL: Name: Asnake Gudisa Signature: Date

Oct 10 /2023
 AKAKI BASIC METALS INDUSTRY Document No.
አቃቂ ቤዚክ ሜታልስ ኢንዱስትሪ DB/ABMI/ICT/002

Issue No.
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Title DATA BACKUP PROCEDURE 2
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8. PROCEDURE

8. 1PROCEDURE FLOW CHART

Input Process Output Responsibility

Request/plan based Reviewed ICT

Review Received
Defined media data ICT
information Request
1 and Storage

Selected Media Define and determine Assigning Person DBA

Type media
type & the place
where data to be kept
2

Backup activity Backup DBA

Assign the person for the
job
3

Database Verified Backup SDBNA

Backup DB and files
4

Verified Backup Approved Backup ICTTL

Verify the backed up
files/DB
5

Approved Backup Is it
No Labeled document DBNA
apporpraite?
6

Yes
Yes

label backup
media
and document the
backup history
7

APPROVAL: Name: Asnake Gudisa Signature: Date

Oct 10 /2023
 AKAKI BASIC METALS INDUSTRY Document No.
አቃቂ ቤዚክ ሜታልስ ኢንዱስትሪ DB/ABMI/ICT/002

Issue No.
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Title DATA BACKUP PROCEDURE 2
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9. DESCRIPTION OF FLOW CHART

FN PROCESS DESCRIPTION
1 Backup Support Request

 Backup support is requested by users of IS using service request, OF/ABMI

/GM/001. Or initiated from annual plan.
 Senior Secretary registers the request on IS Logbook, OF/ABMI/ICT/001.
2-3 Media Identification and Backup

 ITTL defines and determines media, backup type & the place where data should
be kept
 Data stored on the NAS appliance will be regularly backed up as follows:
 Incremental backup daily (Monday to Friday) and data located on-site.
 Full back up weekly (Saturday) and data located off-site fully secured in safe
boxes or similar equipment to ensure information security.
4-7 Verification

 During transport or changes of media, media will not be left unattended.

 Random test restores will be done once a week in order to verify that backups
have been successful
 Daily and weekly backups will be stored in a physically secured, off-site media
vaulting location maintained by a third party.
 Weekly backups will be maintained for a period of three weeks. After the period
of three weeks, the tapes will be returned to IT and will be either re-used or
destroyed.
 Backups will be verified periodically.
 On a daily basis, logged information generated from each backup job will be
reviewed to identify problems and take corrective action to reduce any risks

APPROVAL: Name: Asnake Gudisa Signature: Date

Oct 10 /2023
 AKAKI BASIC METALS INDUSTRY Document No.
አቃቂ ቤዚክ ሜታልስ ኢንዱስትሪ DB/ABMI/ICT/002

Issue No.
Page No
Title DATA BACKUP PROCEDURE 2
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FN PROCESS DESCRIPTION
associated with failed backups.

9.1DATA BACKUP AND RETENTION TIME

Data Department Types of data Purpose of Review Retention comment

of Data period of time
Ref.
1 Finance Cash Payment form For payment Annually 5 year
Check payment form For payment Annually
Bank account detail For payment Annually
Compensation form 7 year
Daily cash collection &deposit
report
Internal memo For requesting
Journal voucher
Payment order For payment
Value added tax withholding
tax
2 Design Different of design format For design Permanent
4 Marketing Delivery order permanent
Credit sells permanent
Cash sells permanent
Performa permanent
Cost estimation permanent
Job order
5 Logistics Purchasing Request For monitoring 6 year
purchase follow up
Payment request
Purchasing History
6 General Agenda 10 year
manager Report 6 year
Strategic plan permanent
Annual plan permanent
7 ICT Software 1 year
APPROVAL: Name: Asnake Gudisa Signature: Date
Oct 10 /2023
 AKAKI BASIC METALS INDUSTRY Document No.
አቃቂ ቤዚክ ሜታልስ ኢንዱስትሪ DB/ABMI/ICT/002

Issue No.
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Title DATA BACKUP PROCEDURE 2
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Tutorial Video 1 year 8
Different Form 5year
8 Operation Form, and letter permanent
9 HR Pension document Permanent
Bail form 10 year
Employment profile Permanent
Report form Permanent
Attendance form Permanent
Dade file Permanent

10. RECORDS
The ICT TL should ensure that records are maintained, including;

 Backup request,

 Backup Schedule, and

 Backup Records/Reports

10.1RELATED DOCUMENTS
Document No. Document Title
OF/ABMI /ICT/001 ICT Plan And Implementation Form
OF/ABMI /GM/001 Service Request or follow up form
OF/ABMI /GM/018 Service Request Form
OP/ ABMI/ICT/002 Data Backup Procedure
OP/ABMI/ICT/005 Data Backup Support Procedure

11. ANNEX

All Manual Received By ABMI

APPROVAL: Name: Asnake Gudisa Signature: Date

Oct 10 /2023