Why reviewing your backup media storage location annually matters for PCI DSS

Backup isn’t glamorous, but it’s the backbone of reliable security. When you’re deep in PCI DSS work, you quickly learn that the phrase “data you can’t recover isn’t data at all” isn’t just poetry. It’s a practical truth. Among the many moving parts, one quiet rule often gets overlooked: review the backup media storage location every year. In multiple-choice terms, the correct answer is Annually. But let’s unpack why that matters and how to do it well.

Why an annual check keeps you honest

Let me ask you a simple question: if your backups are on a shelf you can’t access in a crisis, does that data actually help you recover? The answer is no. Threats don’t stand still, and neither should your controls. An annual review is not a chore; it’s a keeps-you-on-track moment. Here’s what an annual examination accomplishes:

• It catches change. People move, roles shift, and new devices or cloud services appear. An annual review catches these shifts before they become gaps.

• It guards the chain of custody. You want to be sure that backup media are stored securely, that access is properly controlled, and that you can prove who touched what and when.

• It validates the recovery promise. Great backups don’t help much if you can’t restore quickly when you need to. Regular checks confirm that restoration remains feasible and timely.

• It aligns with current guidance. Security landscapes evolve. An annual check gives you a ready-made moment to adjust to new recommendations or regulatory expectations.

Think of it like an annual health check for your data. You don’t skip it just because nothing hurts today. When something does break, you’ll be glad you did the wellness visit.

What to inspect during the annual review

Here’s a practical checklist you can use without turning the process into a never-ending project. Keep it lean but thorough.

• Location and access

• Is the backup media location still appropriate (on-site, off-site, or in the cloud)?

• Who has access, and are those access rights still justified? Any orphaned accounts?

• Physical security

• Are media stored in a secure area with restricted entry?

• Are tamper-evident seals used where relevant? Is environmental control (temperature, humidity) adequate?

• Encryption and data protection

• Is data encrypted at rest where required? Are encryption keys properly managed and rotated?

• Do backups travel over networks securely (if off-site or cloud)? Are there protections against interception?

• Media integrity and age

• Are older media components still functioning or due for replacement?

• Do you perform integrity checks or validation tests on backup data?

• Access controls and logging

• Are access controls aligned with current roles? Is there a clear process for granting and revoking access?

• Are backup events logged and reviewed regularly?

• Retention, destruction, and lifecycle

• Do retention periods meet policy and compliance needs?

• Is there a documented destruction method for retired media, and is it performed securely?

• Off-site and cloud considerations

• If you keep copies off-site or in the cloud, are dependencies documented (provider security controls, SLAs, return/restore procedures)?

• Are disaster recovery objectives (RTO/RPO) still realistic given the current environment?

• Recovery testing

• Have you performed restoration tests within the last year? Were results documented and acted upon?

• Are test plans repeatable and representative of real-world scenarios?

• Documentation and governance

• Is the backup policy up to date? Does it reflect changes in technology, personnel, or business priorities?

• Are roles and responsibilities clearly defined in governance documentation?

How to run the review without pulling your hair

You don’t need a full-blown project plan to make this effective. A simple, repeatable rhythm works wonders.

• Schedule a fixed yearly window. Put it on the calendar and treat it as non-negotiable. A single week of focused attention beats sporadic checks.

• Start with inventory. List all backup media, their storage locations, and who can access them. Update the inventory with each change you find—no gaps allowed.

• Test the essentials. If you can, run a restore from a sample backup to verify data integrity and restore speed. Even a small, non-production restore test can reveal a lot.

• Verify protections. Check encryption, key management, access controls, and physical security. If anything looks off, flag it and assign a path to follow.

• Document findings and actions. Note what changed, why it changed, and what you did about it. Keep it concise and actionable.

• Communicate lessons learned. Share key insights with the security team and with stakeholders who rely on data availability.

• Review the review. At the end, ask: “Did we cover all the critical angles this year?” If not, adjust for next year.

Common pitfalls—and how to sidestep them

A few frequent missteps show up again and again. Here’s how to avoid them.

• Skipping the test. Backups can look perfect on paper, but if you can’t restore, you’ve got a problem. Schedule at least one restore test per year and document the outcome.

• Letting access creep. Over time, people gain access who no longer need it. Periodic access reviews are essential, not optional.

• Treating the location as static. A vault, a shelf, or a cloud bucket can become outdated as infrastructure changes. Reassess the choice of storage location openly.

• Overloading the checklist. It’s easy to chase every minor detail. Prioritize the big risks first, then fill in smaller items as time allows.

• Forgetting to update policies. If the policy doesn’t reflect what you actually do, the review loses force. Tie the policy cleanly to the procedures.

A practical analogy to keep you grounded

Picture your backup media like a library of priceless volumes. If the library is kept in a back room that’s unlocked, if the volumes aren’t cataloged, or if some copies aren’t protected from moisture and mold, you’re setting yourself up for trouble. The annual review is your librarian’s routine check: shelves dusted, catalogs reconciled, new volumes added, old ones retired. The goal isn’t fancy theatrics; it’s reliable access when the storm hits.

Tools, resources, and real-world help

If you’re curious about specifics, you’ll find that many organizations use the same kinds of tools to manage backups and verify integrity. Names you’ve heard in the field—Veeam, Commvault, Dell EMC, IBM Spectrum Protect, and Microsoft’s Azure or AWS storage options—are commonly part of the solution stack. The point isn’t to endorse a single tool but to recognize that robust backup ecosystems make annual reviews smoother, with clear reporting, automated checks, and auditable records.

On the governance side, familiar standards and guidance can shape your review. For instance, you’ll want to align with PCI DSS expectations for media handling and data protection. You don’t have to memorize every line; the key is to ensure your backup location and its protections sit squarely within those requirements and that you can prove it through documentation and tested procedures.

A quick note on tone and learning

If you’re studying PCI DSS concepts, think of annual backup reviews as a practical discipline that sits at the intersection of security, operations, and governance. The cadence isn’t about chasing perfection; it’s about maintaining a dependable capability to restore and protect sensitive data. It’s okay to feel a little nerdy about this stuff—after all, the stakes are real. The moment you embrace the routine, you’ll find that the rest of your security posture falls into place more naturally.

Putting it all together

So, what’s the bottom line? The backup media storage location should be reviewed annually. This cadence helps you catch changes, verify protections, and keep recovery capabilities sharp. It’s not a one-and-done task; it’s a disciplined habit that pays off when it matters most—during a disruption or breach, when every minute counts.

If you’re guiding a team through this, invite questions like: “Has anything changed in our storage strategy this year? Are our access controls still aligned with current roles? When did we last test restore, and what did we learn?” Those questions keep the process grounded and practical.

In the end, an annual review is the steady rhythm that keeps your data safe, your restoration timelines honest, and your stakeholders confident. You don’t need to make a big show of it; you just need to do it—and do it consistently. Your future self will thank you for choosing the steady path over the frantic sprint when a crisis hits.