Home Compliance & Certification Offline Backup Screenshot Guide

Offline Backup Screenshot Guide

Last updated on Sep 25, 2025

1. Purpose of this Guide

This artefact proves that your company can recover data even if online systems are compromised. Cyber Essentials requires this because ransomware, malware, or insider threats can wipe out live backups. An offline backup is like a sealed vault — attackers can’t touch it because it’s disconnected.

2. What You Will Submit

You will need:

  • A screenshot or photo showing offline backup storage in use.

  • The evidence should display:

    • The storage medium (USB drive, encrypted external HDD, tape, etc.).

    • Backup contents or logs proving recent data copied.

    • Evidence that it’s disconnected from the live network/system.

3. How to Collect / Obtain / Generate This Evidence

Option A: External Hard Disk / USB drive:

  1. Plug in your encrypted external HDD or USB flash drive.

  2. Run a backup job or copy your business data.

  3. Screenshot the folder view showing data + timestamps.

  4. Safely eject the device and (optionally) take a photo of it labelled and stored securely.

Option B: Managed Offline Backup Service:

  1. Log into the provider console.

  2. Open the job history for offline/air-gapped storage.

  3. Screenshot showing successful transfer with date.

Best Practice:

  • Store the offline media physically separate (e.g., another office, safe, at home, or vault).

  • Use encryption + password protection for portable drives.

4. Evidence Format

  • Accepted file types: PNG, JPG, PDF (screenshots or photographs).

  • Suggested naming format:
    YourCompanyName_OfflineBackup_YYYY-MM-DD.png

5. What “Good” Looks Like

  • Backup media shown separate from live systems.

  • Timestamp/log showing recent backup activity.

  • Media labelled (e.g., “Finance Q3 Backup – Stored Offsite”).

  • Ideally, encrypted or password-protected media.

Why it matters: auditors want assurance that even if ransomware takes out your online backups, you still have untouchable recovery options.

6. Tips

  • Rotate multiple offline media sets (weekly/monthly).

  • Store one copy offsite for disaster recovery.

  • Redact sensitive filenames in screenshots before uploading.

  • If photographing physical media, blur serial numbers.