Users with required permissions can produce backups of the documents held in an iPassport account, together with their metadata. A subscription is required for this service but it allows unlimited backups during its term. It is possible to only backup documents from selected OUs and a full history of previous backups is always available.
Genial Compliance Systems Ltd. has rugged systems in place to ensure continuity of service and to keep backups of the entire system. However, if a customer loses access to the internet and therefore can’t use iPassport, it’s helpful to have local backups of documents that can be opened outside of iPassport.
There are no account settings that users can directly access for account backups. The Genial sales team manages settings according to subscriptions received and the user will always be able to see when a subscription is due to expire in the Account Backups page.
If an account doesn’t have a subscription, links are provided to help getting one easily.
Backups have a lifespan of 2 weeks, after which they automatically expire and can no longer be downloaded. There is no setting to adjust this. The system checks for requests and runs backups every 15 minutes but some can take a long while to complete, so it’s necessary for the system to store them until the user comes back to download them. They must then be gradually removed to clear space for the following ones.
Any backups that haven’t expired when a subscription expires, will continue to be available for the remainder of their 2 week lifespan.
The permission, Backups: Manage Account Backups is required in at least one OU for users to be able to produce backups. This permission is included in the system role, Administration Editor. As a security precaution, users must have the permission in each of the OUs they wish to back up. Only Site Admins can do backups of all OUs without having the permission in every one.
Having this permission will make the Account Backups menu visible but a subscription is also required for the module to become usable.
To access the backups area, go to Administration > Account Backups. The menu item will only be visible if the user has the permission above.
The Account Backups tab displays a table of all backups requested. It includes the following information:
Created At - date it was requested
Created By - user who requested it
Download Expires - reminder of expiry date
OUs - if all Organisational Units are requested, this field will display, “All OUs”; it will otherwise list every OU requested
Document Count - provides indication of the number of documents included in the backup
The list of existing backups will only show ones where the user has permission to create backups in all of the OU’s included in that backup.
Site Admins can see all backups.
The Request Backup button is only visible when there aren’t any pending backups and the subscription is valid.
To request a backup:
This section only applies to accounts which have facilities. An additional field is provided to allow limiting backup requests to a facility without having to select all of its OUs. Multiple facilities can be selected if the user has access to them and then individual OUs can be selected from one or more of the facilities. If no OUs are chosen from a selected facility, all of its OUs will be backed up.
The download history of each backup remains available after it has expired. Clicking the History icon under Actions, brings up a lightbox with details of any downloads of that backup. If it hasn’t been downloaded, the message, “Backup not downloaded yet” is displayed.