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Backups & data export

Backups protect against data loss. Platform-wide exports help with migrations, audits, and customer offboarding.

Backup strategy​

GreekManage performs:

  • Continuous backups of the primary PostgreSQL database (point-in-time recovery up to 7 days)
  • Daily snapshots retained for 30 days
  • Weekly snapshots retained for 1 year
  • File storage backups depend on your provider's snapshotting

Configure all of this in Platform → Settings → Backups.

Backup configuration. Backup configuration.

Run a manual backup​

Sometimes you need a one-off (e.g., before a major migration):

  1. Open Platform → Settings → Backups.
  2. Click Run manual backup.
  3. Choose: full DB snapshot, file storage snapshot, or both.
  4. Click Start.

Manual backups don't replace scheduled ones; they're additive.

Restore from a backup​

Restoring is high-stakes. Follow this carefully:

  1. Open Backups → Restore.
  2. Pick the backup point (timestamp).
  3. Choose:
    • Full restore — replaces all current data
    • Per-org restore — restore one tenant only
    • Point-in-time recovery — pick exact timestamp within retention
  4. Confirm by typing the backup ID.
  5. Click Begin restore.

The restore runs as a background job. The platform may be read-only or unavailable during the restore — communicate this in advance.

Platform-wide exports​

For migration, audit defense, or full-platform forensic analysis:

  1. Open Platform → Settings → Data export.
  2. Choose datasets:
    • All organizations metadata
    • All members across all orgs
    • All financial records
    • All audit logs
    • All Engage posts
    • All files (full S3 sync)
  3. Pick a destination:
    • Download (small exports, < 1 GB)
    • S3 bucket (large exports — provide your bucket and credentials)
  4. Click Start export.

Large exports run for hours. You'll get a notification when ready.

Per-org exports for offboarding​

When an org cancels, give them a clean export of their data:

  1. Open the org → Export tenant data.
  2. Choose format:
    • JSON (complete, machine-readable)
    • CSV bundle (one CSV per entity type, zipped)
  3. Click Generate.
  4. Download the resulting file.
  5. Send it to the customer's contact via your secure file transfer process.

After confirmed delivery, the org can be suspended or scheduled for deletion per your offboarding policy.

Disaster recovery​

The full DR plan:

  1. Backup: every 5 minutes (continuous), every day (snapshot), every week (long-term).
  2. Replication: read replicas in a separate region for high availability.
  3. Monitoring: alarms for backup failures, replication lag, and storage anomalies.
  4. Runbook: documented restore procedures stored outside GreekManage (so you can read them when the platform is down).
  5. Test: quarterly restore-to-staging exercise.

Document the runbook itself in your internal incident management system, not in GreekManage. Include phone numbers and on-call rotations.

Encryption​

  • Backups at rest: encrypted via your storage provider's server-side encryption
  • Backups in transit: TLS 1.2+
  • Per-tenant data: not separately encrypted at the tenant level by default — discuss with your security lead if you have customers with stricter requirements

Tips​

  • Test restores under realistic conditions. A 5 GB test restore is easy. A 500 GB restore at 3am after an incident is different.
  • Watch retention policies for compliance. Some industries require keeping data longer; some require deleting it sooner. Don't default to forever.
  • Communicate ahead of restores. A scheduled restore should always have a maintenance window announced 24+ hours in advance.