Backup and Archiving Data
Your Wise Owl Legal database contains important legal documents and financial records in electronic form. It is of critical importance that you maintain regular backups to ensure you do not lose data in the event of a server crash, data corruption or theft.
Archiving of Documents
We recommend archiving all information regarding a file or matter when it is closed and archived to an external USB hard disk AND file server. Your file server should maintain a copy of all documents and records pertaining to a file or matter in case they are required at some point in the future. All archives should be in the form of simple text files, PDF files and Word documents; they should be maintained separately from your Wise Owl database (to provide an alternate way of recovering data).
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Due to the low cost of USB hard disks, we recommend records be kept permanently, rather than destroyed after the legal retention period. Only data legally required to be destroyed should be destroyed (and you should keep records of when this destruction occurred).
Purging and Erasing vs Deleting
In Wise Owl Legal, we maintain a distinction between Deleting and Erasing or Purging.
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Any time when data is permanently purged or erased, there will be a confirmation prompt in red text and requiring you to tick a check box to actual complete the purge. Your action to purge will be recorded in the Wise Owl Legal audit log with your name, date and time against it.
Hosted Databases
Wise Owl Legal database in our secure data centre, we maintain backups on your behalf.
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We provide no guarantee that accidental purges of data can be restored. You must save your own copies of documents you wish to purge as your own archive.
Restoring from Hosted Backups
You may request we restore from a backup at any time. We can restore a copy of your SQL database and documents at a point in time and we can restore a copy of individual documents at a point in time (we save several copies of both database and documents through the day).
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