Decide how far each document collection can roll back, then assign a backup owner and deputy. Keep dated exports, check text and assets, and regularly test a restore in a separate directory.
A three-person team can track backups in one shared sheet. Give each document collection a row with its scope, schedule, owner, last successful backup, and recovery location. Friday’s export is complete once someone has checked that the contents can be opened.
Set the schedule by acceptable rollback
Decide how much recent work the team could afford to recreate for each collection. Use that limit and the rate of change to set the schedule. Try this example for two weeks, then adjust it.
| Collection | Example schedule | What to inspect |
|---|---|---|
| Active delivery documents | On working days as needed, with a copy at each milestone | Recent decisions, delivery attachments, key charts |
| Frequently updated wiki and procedures | On a fixed day each week | New pages, edited sections, common images |
| Policies and historical material | Monthly review plus a copy after major changes | Current approved version, access to older batches |
Start with the documents that would take the longest to reconstruct. Identify the source workspace and folders, record any gaps, and assign a teammate with the appropriate access to handle them.
Assign an exporter and a reviewer
The owner uses Feishu Toolkit to export the documents they can access. Choose formats based on how the team will use the archive. Keep editable text as Markdown where appropriate, preserve image resources with the documents that reference them, and check critical attachments separately.
Give each batch a dated folder, such as 2026-11-04-project-delivery/. Record its coverage, gaps, and location in the sheet. The reviewer opens a document, an image, and a critical attachment. A designated deputy can take over from the same sheet when the owner is away.
Run a ten-minute recovery drill
Ask the reviewer to find a batch from last month and copy it into a separate directory. Open a specific document and compare its version or a known paragraph. Check an image from the package and open a critical attachment. Record the time taken, any gaps, and the person responsible for filling each gap.
Have the document owner confirm who can access the archive. Record the latest batch that passed recovery checks so the next person can go straight to a usable copy.