Case Study
Modernizing backup and recovery for a multi-site human services nonprofit
Client identity withheld for confidentiality.
An independent backup and recovery architecture covering Microsoft 365 and local operational data, with on-site backups, encrypted off-site copies, and a documented recovery process.
Backup layers
Situation
Backups existed but recovery was not designed
A multi-site human services nonprofit needed a consistent, independent approach to protecting Microsoft 365 and local operational data across locations.
- Microsoft 365 data lacked an independent backup layer or needed stronger protection.
- Local data and endpoint recovery depended on fragmented processes.
- Recovery expectations and responsibilities were not clearly documented.
- Multiple locations required a consistent design.
Work
Design an independent, layered architecture
Bitralynx Solutions designed the architecture and the operating process around it, so recovery is not left to assumption.
- Independent Microsoft 365 backup. A dedicated backup layer for Microsoft 365 data separate from the tenant itself.
- On-site backup systems. On-site infrastructure to support faster local recovery paths.
- Encrypted off-site copies. Encrypted copies stored off-site to support recovery from location-level events.
- Documented recovery process. A written recovery process describing responsibilities, steps, and expectations across locations.
Result
Recoverable copies and clear responsibilities
Leadership now has a consistent recovery design across every location, with the responsibilities behind it written down.
- Better separation between production systems and backup copies.
- More consistent protection across locations.
- Clearer recovery responsibilities and procedures.
- A stronger foundation for testing and future continuity planning.
Lesson
Recovery is an operating process, not a one-time build
Backup architecture alone is not enough. Coverage, monitoring, testing, documentation, and control must remain current for the design to protect the organization when it is actually needed.
- Testing frequency, recovery-time objectives, and continuity exercises are maintained over time.
- Written responsibilities keep the process usable when staff or vendors change.
- Recovery evidence supports insurance, funder, and board questions.
What this project reflects
Recoverable copies and written procedures are core evidence readiness. Backup coverage becomes a maintained operating process rather than a one-time setup, and recovery responsibilities are made visible to leadership.
Discuss backup and recovery modernization
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