Backups should be performed regularly and thoroughly through the Blackbaud Management Console (BMC) on the server. By “thoroughly” I mean:

a. Backups should be run nightly.

b. Check the backup status in the BMC regularly, at least monthly. It is not uncommon for Blackbaud backups to stop running on schedule.

c. Manual backups should be run on the BMC before any large imports or global changes.

d. Ensure the manual and scheduled backups do not build up on the server and create the risk of filling the hard drive. Today’s servers should be large enough to save at least one week of compressed backups, but more copies than this are probably too much.

e. The “backup” the BMC makes should be copied to tape or some other portable media.

f. Portable media should be stored off-site. Fire-proof safes onsite should not be considered acceptable alternatives. Also consider the security of data stored off-site to ensure it does not fall into the wrong hands or improper use.

g. Backup media should be rotated. Never copy a new backup on top of the most recent backup.

h. Backups should be tested at least quarterly to ensure the entire backup process is working. Start by restoring from the backup media to ensure the entire backup process is working, including the copy to the external media stored off-site. Be extremely careful that you do not overwrite your current data in the process. More detailed and the most up-to-date procedures for testing backups can be found in the Blackbaud Knowledgebase (kb.blackbaud.com).

i. At a minimum, have a disaster recovery plan for restoring the backed-up data from the portable media should the backup machine, software and server be lost.

Please note with your IT staff that Blackbaud has stated that they can and will only provide support for backups—and more importantly, restoring backed-up data—that are made through the Blackbaud Management Console. Backups made using Microsoft SQL Server tools and “live” backup agents for your network backup software are not supported by Blackbaud and therefore are not recommended, or should at least be used in addition to backups made through the BMC.

I use RoboForm to manage passwords. I have my own algorithm for creating passwords, but RoboForm can also generate random passwords. The passwords are encrypted and stored on my computer (and I back up my password file along with my other data). I have RoboForm set up so that you need a password to unlock RoboForm — so the passwords aren’t available to anyone who happens to sit at (or steal) my computer.

There are other password managers, some of which are free. I’ve been using RoboForm for ages, so I can’t comment on current competitors. But it rated #1 in this review.

I am one of those people with a terrible memory for passwords. I’d love to hear about any suggestions you have to help people adhere to #7′s advice to change regularly. Storing them in a password protected document? Having them change in an incremental fashion, i.e., fzcg543, fzcg544, fzcg545, etc.?

Thanks for quoting me, I will republish my “Ten Commandments”!