Backup copy: why it is essential for a public-sector website
Backup copy is a copy of the website files, database and other important system data, stored in a separate location so that the service can be restored quickly if needed. It helps protect against technical failures, accidental deletion of content, failed updates, malicious attacks or server disruptions. For public bodies this is especially important, because residents use their websites to find up-to-date information, service descriptions, documents, contacts and online forms.
For municipalities, schools, libraries, museums or other public bodies, a website is often not only an information channel, but also a day-to-day service tool. If the website stops working or its content is lost, residents may no longer find important announcements, public procurement information, education timetables, event programmes or service procedures. That is why backup copies should be treated not as an extra option, but as an essential part of website maintenance.
What a backup copy should include
A reliable backup copy should include not only the visible website pages, but also the full technical foundation needed for restoration. If only the files are saved, but not the database, news posts, user-submitted forms, document lists or other dynamic content may be lost. For that reason, it is important to ensure that copying is complete and consistent.
- Website files – design templates, uploaded documents, images, modules and other technical information. Without these files, the restored project may work improperly or look different from before the disruption.
- Database – this usually stores the main website content, user records, settings and form data. The loss of the database in particular often means the greatest loss of information.
- Configurations and integrations – it is also important to preserve system settings related to e-services, registration forms, document management or other integrations. This is especially relevant for public bodies, where the website may be linked to external systems.
How often to make backup copies
For public-sector websites, backup copies should be created regularly and automatically. The frequency depends on how often the website content is updated. If a municipality publishes news, documents or council decisions every day, a daily copy is practically essential.
On school or cultural institution websites, content may change less often, but even then automated copying helps avoid human error. It is important not to rely only on manual copying, because it is often forgotten or carried out inconsistently. An automatic process helps ensure that even after a weekend, holidays or staff changes, the website data is protected.
Where to store backup copies
One of the most important rules is that backup copies must not be kept only on the same server on which the website runs. If a server failure, security incident or incorrect system update occurs, both the website and its copy may be lost together. For that reason, a separate storage location must be used.
In practice, this may be another server, a secure cloud service or specialised backup infrastructure. For public bodies, it is important to assess where the data is physically and technically stored, who has access to the copies and how their security is ensured. If the copies contain personal data, GDPR requirements must be followed: access must be restricted, security ensured and the storage purpose clearly defined.
How long to keep copies
A common practice is to keep backup copies for at least several weeks or longer, depending on the needs and risks of the organisation. It is important to have not only the most recent copy, but also earlier versions. This allows the website to be restored not only after a sudden failure, but also in cases where the problem is noticed only after a few days, for example after incorrect content deletion or damage.
Version history is especially useful for municipalities or other organisations that publish many documents and update information constantly. If the error is not noticed immediately, the latest copy alone may not help. That is why the backup policy must be thought through, rather than limited to simply “making a copy”.
Testing restoration is no less important
Having backup copies alone is not enough – it is necessary to check regularly whether the website can actually be restored from them. If the restoration process turns out not to work in a critical situation, this can mean a longer service disruption, additional costs and reputational damage. Restoration tests should therefore be planned as a normal part of maintenance.
During testing, it is worth checking how long restoration takes, whether all content returns, whether forms, search, document downloads and other important functions work. For public-sector websites this is especially relevant, because even short-term downtime can make it harder for residents to obtain information or use services. It is also important to check whether accessibility solutions remain in place after restoration, such as correct page structure, alternative text and keyboard navigation.
Backup copies and security and compliance requirements
Backup copies are directly linked to an organisation’s information security. They help ensure continuity of operations and reduce the risk that important data will be lost or public services interrupted after an incident. This is relevant to all organisations that manage content, publish documents or collect information through online forms.
If the website processes personal data, backup copies must also be managed responsibly. It is necessary to define clearly who can access them, how they are encrypted, how long they are kept and how they are securely deleted when no longer needed. Such practice helps comply with GDPR principles and ensures that technical solutions match the public sector’s responsibility for data protection.
Good practice for public bodies
- Automate copying – this reduces the risk that copies will not be made on time. Automation is especially important in organisations where a small team maintains the website or responsibilities are shared between several staff members.
- Store copies in a separate environment – this helps protect against a shared failure or attack. A separate storage location is one of the most important parts of a reliable backup strategy.
- Test restoration regularly – only then will you know whether the copies really work. Testing makes it possible to spot missing files, incorrect settings or broken integrations in advance.
- Assess GDPR and access control – copies may contain sensitive data, so their protection must be no less robust than that of the website itself. Responsibilities and access rights must be clearly defined.
- Plan a business continuity process – it is important to know not only where the copy is, but also who restores the website, when and how. This helps respond faster during an incident and reduce the duration of service disruption.
Backup copy is one of the most important elements of reliable website maintenance. For public bodies, it helps ensure information availability, service continuity, data protection and faster response to incidents. Properly planned copying and restoration testing help avoid situations where a website has to be rebuilt from scratch after a technical or human error.