Glossary
Backup Policy
A backup policy is the documented set of rules that governs when data is copied, where copies are stored, how many copies are retained, and how long they are kept before deletion.
General definition
A backup policy turns the vague intention to “keep data safe” into an operational specification. It defines at minimum: the backup frequency (hourly, daily, weekly), the retention schedule (how many versions to keep and for how long), the storage location (same region, separate region, off-site), and the verification process (how and how often backups are tested for restorability).
- Full backup: a complete copy of all data at a point in time
- Incremental backup: only changes since the last backup, faster but requires the full chain to restore
- Differential backup: changes since the last full backup, a balance between speed and restore simplicity
- Retention: how long copies are kept; regulatory frameworks often mandate minimums of one to seven years for certain data types
Backup policy feeds directly into disaster recovery planning: the RPO (recovery point objective) is determined by backup frequency, and the RTO is partly determined by how quickly backups can be restored. Regulated industries have specific backup requirements: HIPAA mandates that covered entities back up ePHI and document the procedure; PCI DSS requires quarterly restoration tests.
In the Ethora ecosystem
On a cloud-hosted Ethora plan, the backup policy is the provider’s responsibility. The platform takes periodic snapshots of the shared database, retains them for a published window, and restores from them if needed. Customers typically cannot inspect backup schedules, choose backup locations, or trigger manual restores outside of a support ticket.
With a dedicated or self-hosted chat server, you own the backup policy completely. Ethora can help configure automated backups of both the chat database and the message archive to a storage location you control, set the retention schedule to match your compliance requirements, and document the policy for regulatory review. For healthcare operators handling ePHI or financial firms with record-retention mandates, owning and auditing the backup policy is a hard requirement, not an optional add-on. See pricing for dedicated plans that include backup configuration and contact the team to discuss your retention requirements.
