Data Backup

Data Backup

A reliable backup mechanism is crucial for disaster recovery purposes. Zoho Vault provides an option for administrators to send a periodic backup of secrets owned by users as an encrypted HTML file to their registered email address. Alternatively, administrators can configure to send periodic backup data of users to a few selected cloud services. Administrators can enable this setting globally and specify the rate of the backup schedule, all users in their organization will be able to configure email and cloud data backup as required. There's also a provison to exclude certain users from the backup process.

How secure is the data backup?

All the secrets will remain encrypted in the HTML file, and you will need to supply the passphrase to access your secrets. Even if someone gets the encrypted HTML file, the file can not be decrypted without the passphrase. There is also a provision to exclude certain users from the backup process.

A word of caution:

  • The data backup works similar to the offline access provision and is independent of the online copy.

  • The secrets stored in the encrypted file  are accessible as long as the users remember their passphrase.

  • Once the encrypted file is emailed, administrators will not have any control in restricting access to the backup data.

Whenever a team member with access to the backup data leaves your organization, it is highly recommended to reset your passwords.

How do I configure data backup via email?

  • Go to Admin >> Data Backup >> and click  the Enable Backup option.

  • How Often: Select One

                             a. Weekly - Select this option to receive the encrypted backup file weekly on any day of your choice (Monday to Sunday).

                             b. Daily - Select this option to receive the encrypted back up file every day.

  • You can also include only the owned secrets during the backup process
  • Click Save.

Note: By default, the encrypted backup file will be sent to all the users of the organization. However, you can exempt specific users from receiving the file using the Exempt specific users / Modify exemption option available in the web console.

How to configure cloud backup?

How it works:

  • Administrators enable cloud backup setting for users

  • Users can select the cloud backup service of their choice

  • Data backup will be sent to their cloud storage service

Pre-requisite:

  • Users need a valid subscription in the cloud storage service for this feature to work.

Steps for admins:

  1. Navigate to Admin > Data Backup.

  2. Enable the cloud storage service of your choice: Amazon S3, Google Drive, OneDrive, Dropbox, or Box.

  3. Copy the client ID and client secret from the cloud storage service tab and paste them.

  4. Click Save & Enable

  5. This will enable the service for all users.

  6. If you want to exclude a user, go to Admin > Data Backup >  Exempt specific users / Modify exemption.

  7. Select users that you wish to exclude from email and cloud backup.

  8. Click Save.

  9. You can configure the periodicity from the Data Backup page.

Steps for users:

  1. Navigate to Settings > Cloud Backup.

  2. Select the cloud storage service of your choice.

  3. Click the Generate Token button to authenticate and establish a connection between Zoho Vault and the cloud service.

  4. Click Save.

How do I exempt specific users/modify exemptions?

  • Go to Admin >> Data Backup >> and click the Exempt specific users / Modify exemption.

  • The Users field will display the list of users in your organization. Select the list of users who should not receive the backup encrypted file, and add them to the Exempted Users side.

  • Click Save.

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