Sharing Database Snapshots: Process and Guidelines

Overview

This process ensures the secure and traceable sharing of database snapshots among developers. It requires team members to document each sharing event by filling out a designated Google Form and checking the corresponding Google Sheet for past submissions.

Note: We do not need to track instances of sharing fake data. This form is meant to ensure we’re tracking the transfer of customer-owned or user data.

When to Use This Process

Use this process whenever you need to share a database snapshot with another developer within or outside our team. This could be for troubleshooting, development based on real data scenarios, or any other legitimate business need.

How to Share a Database Snapshot

1. Filling Out the Google Form Before sharing any database snapshot, complete the Database Snapshot Sharing Form. This form collects essential details about the sharing transaction to maintain transparency and traceability. You need to provide the following information:

• Date: The current date when you are sharing the snapshot.
• Client: The client associated with the database.
• Application: The specific application the database snapshot pertains to.
• Database: Name of the database from which the snapshot is created.
• Environment: The environment (e.g., development, staging, production) from which the snapshot was taken.
• Snapshot ID: The unique identifier for the snapshot being shared.
• Shared by: Your name, as the one sharing the snapshot.
• Shared with: The full name of the developer receiving the snapshot.
• Shared via: The method used to share the snapshot (e.g., SSH), including any specific communication details or instructions used to ensure secure transfer.
• • NOTE: Do not share database snapshots over email. Snapshots are often too big to attach to an email, and unencrypted file transfer over email is an insecure method of sharing client data. Only use secure/encrypted file-sharing services/methods

2. Reviewing the Google Sheet After submitting the form, and as needed, review the Snapshot Sharing Log Sheet to trace previously shared snapshots. This Google Sheet is automatically populated with data from the form submissions and can be used to verify transactions, prevent redundancy, and ensure compliance with data sharing policies.

Best Practices for Secure Snapshot Sharing

• Secure Transfer: Always use secure methods to transfer snapshots, such as encrypted emails, secure file transfer protocols, or internal tools designed for secure file sharing.
• Minimize Access: Only share snapshots with individuals who need access to the data for legitimate work purposes, and ensure that they understand the confidentiality requirements associated with the snapshot.
• Data Minimization: Consider reducing the snapshot to only the necessary data that the recipient needs to work with, especially if sensitive information is involved.

Compliance and Confidentiality

Adhere to all data protection policies and client confidentiality agreements when sharing database snapshots. Unauthorized sharing of data, especially sensitive or client-specific data, is against company policy and could have serious legal repercussions.

Help and Support

For help with the process or to report issues related to database snapshot sharing, please contact the Engineering Manager or the project’s Project Manager.