How Dunedin IT Manages Retention

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Many IT providers leave backups at the vendor’s default settings, usually around one month, but Dunedin IT takes a more robust approach. Our Systems Team standardises on a three‑month retention period, giving you a much wider safety net for recovering past versions of files or systems.

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For businesses with specific regulatory needs, we adapt these settings. For instance, clients in the financial sector may require backup retention of up to seven years to remain compliant.

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We also advise clients that keeping data forever isn’t wise. Holding on to everything can introduce risk, from cybersecurity exposure to unnecessary data liabilities, so our Systems Team ensures your retention period is long enough to protect you, but not so long that it creates new problems.

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Why Backup Retention Matters to Your Business

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1. Protection from human error

Staff delete things by mistake. Retention gives you “rewind time” the ability to recover older versions that may otherwise be lost.

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2. Defence against cyber‑attacks

If ransomware encrypts data today, you may need last week’s or last month’s clean backup to recover safely.

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3. Compliance and legal protection

Some industries require you to store data for defined periods. Dunedin IT helps ensure your retention meets these obligations (see below examples).

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4. Reduces unnecessary risk

Keeping data indefinitely can expose your business to more liability. Retention ensures only the right historical data is kept.

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Examples of Retention Needs Across Different Industries

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Different sectors have different compliance and operational requirements. Here are some simplified examples:

• Financial services – Up to 7 years of retention to meet regulatory standards.
• Law firms – Often need multi‑year retention depending on case types and client obligations.
• Healthcare – Long-term retention for patient records depending on NHS or regulatory requirements.
• Construction & engineering – Retain project documentation for many years due to warranty and liability periods.
• Hospitality & retail – Usually shorter retention, focused on operational recovery rather than regulation.
• Charities & education – Moderate retention based on funding audit rules and safeguarding requirements.

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Why Business Owners Should Care

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You don’t need to understand the technical side, that’s what Dunedin IT and our Systems Team are here for, but you do need confidence that:

• Your data is recoverable
• Your retention aligns with regulations
• You aren’t storing more data than you should
• Your IT provider has made an intentional choice, not left everything on defaults

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Backup retention is ultimately about business continuity, risk management, and peace of mind.