Purpose
Create a complete monthly external copy of the Odoo SaaS database and filestore and place it in approved offsite storage using the standard operating procedure defined in the policy.
Preparation
- Ensure access to the Odoo database manager.
- Ensure access to the SharePoint backup folder.
Steps
| # | Action | Details | Evidence |
|---|---|---|---|
| 1 | Confirm access | On the scheduled date (first business day of the month preferred), confirm authorized access to the Odoo backup manager and approved SharePoint location | Access confirmation |
| 2 | Navigate to backup page | Navigate to the Odoo subscription backup page at https://www.bitkaya.io/odoo/settings/my-subscription?debug=1 | Navigation record |
| 3 | Download backup | Click “Backups” and download the full database and filestore backup file | Downloaded archive |
| 4 | Rename archive | Rename the archive using the format YYYYMMDD Bitakaya Database Backup Odoo.zip | Renamed file |
| 5 | Protect local copy | Ensure the file is stored securely, do not distribute it outside approved storage locations, and maintain access restrictions | Local copy protection confirmation |
| 6 | Upload to SharePoint | Upload the archive to the approved SharePoint path: Bitkaya Compliance / Offsite Backups / Odoo | Upload confirmation |
| 7 | Verify upload | Confirm the upload completed successfully and verify file size is consistent. Optionally download the file to confirm accessibility | Verification record |
| 8 | Proceed to verification | Proceed to integrity verification and logging (see PROC-ODOO-004 Verify Backup Integrity Logging and Evidence) | Verification handoff |
| 9 | Remove temporary copies | Remove temporary local copies securely after successful upload and verification | Disposal evidence |
| 10 | Trigger additional backup if needed | Trigger an additional backup during high transaction periods, system changes, or prior to major releases when approved | Additional-backup trigger and approval |
Exception Handling
If the backup download fails:
- Retry the download once.
- If failure persists, notify the responsible IT/Admin and log the incident.
If the upload fails:
- Retry the upload.
- Escalate if unresolved.
Responsibility
- An assigned staff member executes the procedure.
- The compliance officer oversees adherence.
Frequency
- Perform once per month (first business day preferred).
- Additional backups may be triggered if required.
Records
- Schedule and assigned operator
- Download and upload evidence
- Backup filename (
YYYYMMDD Bitakaya Database Backup Odoo.zip) and storage reference (Bitkaya Compliance / Offsite Backups / Odoo) - Temporary-copy disposal evidence
- Additional-backup trigger and approval
- Exception, retry and escalation records
Relationships
- Policy: POL-ODOO-001 Odoo SaaS Backup Policy
- Process: PRC-RSA-001 Resilience Systems and Assurance
- Control: CTRL-ODOO-002 Ensure Monthly Odoo External Backup Is Completed
History
- 2026-07-26: Created from section 15 of the final Odoo backup policy.