IT managed services · Service delivery
Backup restore test
Prove that a client's backups really come back, instead of trusting green backup jobs. Each quarter you restore real data to an isolated place, the client checks it through a shared link, and the result is compared with the recovery time you promised.
- Duration: 1 to 2 weeks
- How often: Every quarter, for each client
- Steps: 7 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
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What changes with this template
Without it
Backups are reported as fine because the jobs show green.
Test restores happen on a live server, or not at all.
Nobody knows whether a full server could come back in the promised time.
Test results stay in the engineer's notes.
With it
A real restore happens every quarter, and the client checks the data.
Every test restore goes to an isolated location and is removed afterwards.
The restore time is recorded and compared with the client's agreement.
An AI agent drafts the report, and the client receives an approved version.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
The quarterly test date for the client comes up. The systems engineer starts a run with the client and the systems to restore this quarter.
- 1
Choose what to restore this quarter
Day 1Systems engineer · Team
Pick a file share, a mailbox and one full server or virtual machine, different from last quarter, and send the client contact the shared link.
Checklist
- Backup job history checked
- Different systems from last quarter
- Isolated restore location ready
- Shared link sent to the client contact
Fields to fill in
- Client name (required)
- Systems to restore (required)
- Recovery time in the agreement (required)
- 2
Name the files to restore and who checks them
Days 1 to 3Client contact · Shared link
Through the shared link, the client names a few recent files or a mailbox to restore, and the data owner who will check them.
Checklist
- Recent files chosen
- Data owner told about the test
Fields to fill in
- Files or mailbox to restore (required)
- Data owner who checks the restore (required)
- Their email address (required)
- 3
Restore to an isolated location
Week 1Systems engineer · Team
Restore the chosen files, the mailbox and the server to an isolated location, never over live data, time each restore and give the data owner temporary access.
Checklist
- Restored to an isolated location
- Files and mailbox restored
- Server or virtual machine started
- Temporary access given to the data owner
Fields to fill in
- Server restore time (required)
- Problems during the restore
- 4
Check the restored data
Week 1Client data owner · Shared link
Through the shared link, the data owner opens the restored files and records whether they are complete and current.
Checklist
- Files open
- Latest version present
Fields to fill in
- Restored data is usable (required)
- What is missing or wrong
- 5
Draft the test report
Week 2Test report writer · AI agent
The test report writer drafts the report: what was restored, how long it took against the agreed recovery time, problems found, the client's check and recommended fixes.
Fields to fill in
- Draft test report (required)
Checked by: The service delivery manager corrects and approves the report in step 6.
- 6
Review the result and approve the report
Hidden from the shared linkWeek 2Service delivery manager · Team
Compare the restore times with the agreement, decide which fixes are needed, correct the draft and approve it.
Checklist
- Restore times compared with the agreement
- Each failure has a fix
- Report is accurate
Fields to fill in
- Result (required)
- Fixes needed
Approval: The report goes to the client only after the service delivery manager approves the result.
- 7
Share the result and plan the next test
Week 2Service delivery manager · Team
Send the approved report to the client contact, have the restored copy removed, open a ticket for each fix and set the next test date.
Checklist
- Report sent to the client contact
- Restored copy and temporary access removed
- A ticket for each fix
Fields to fill in
- Next test date (required)
Done when
The restore is tested and timed, the client has checked the restored data, the approved report is with the client, and any fix is a ticket with the next test date set.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Test report writer
Turns the restore results and the client's check into a short test report.
What it does
- Reads the systems restored, restore times, problems and the client's check on the run
- Follows the report outline in its step instructions
- Writes the draft report into its step
- Completes its step, so the review can start
Checked by: The service delivery manager corrects and approves the report in step 6.
Questions this template answers
Test a real restore at least every quarter, and pick different systems each time so every system is covered over the year. Step 1 chooses this quarter's systems, and step 7 sets the date of the next test.
Restore real data and let someone at the client confirm it is complete, instead of showing a green job status. In step 4 the client's data owner records through the shared link whether the restored files open and are current.
Restore into an isolated location and never over the live system. Step 3 has this on its checklist, and step 7 removes the restored copy when the test is done.
Time every restore and compare it with the recovery time in the client's agreement. Step 3 records the restore time, and in step 6 the service delivery manager compares it with the agreement before approving the result.
Let AI write the test report from the results the engineer and the client recorded. In step 5 the test report writer drafts it, and in step 6 the service delivery manager corrects and approves it.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.