Case Study Analysis: Data Storage and Backup Practices in a Property Management System 

OBJECTIVE:

This activity aims to enhance students’ understanding of the importance of proper data management, storage, and backup in hotel operations. Through the analysis of a real-world case scenario, students will identify data management challenges, evaluate the implications of data loss, and propose effective solutions and best practices that ensure data integrity, security, and compliance with data protection laws. 

Learning Outcomes

After completing this activity, students will be able to:

1. Identify common issues related to data storage and backup within a hotel’s PMS.

2. Explain the importance of maintaining accurate and secure data in hospitality operations.

3. Differentiate between local and cloud-based data storage methods and their respective advantages.

4. Analyze the effects of poor data management on guest satisfaction and business performance.

5. Propose strategies and policies to enhance data security, backup procedures, and recovery plans in a hotel setting.

Situation

Hotel Serene is a 75-room boutique hotel located in Davao City that recently transitioned from a manual booking logbook to a digital Property Management System (PMS) called Hotelogix Cloud PMS. The management aims to improve efficiency in handling guest reservations, billing, and reporting.

However, during a recent system update, the hotel experienced a brief data loss incident, where some guest profiles and reservation records from the previous week disappeared. The incident caused confusion at the front desk, delayed check-ins, and led to guest complaints. Fortunately, the IT department was able to recover most of the data using the system’s automated cloud backup feature.

After the incident, the general manager decided to review the hotel’s data management practices. She discovered the following issues:

• The front office staff was unaware of how often backups occurred or how to perform manual backups.

• The night audit team did not routinely verify that backups were successfully completed.

• There was no clear data storage policy outlining where guest and financial data should be stored and for how long.

• Some employees used personal USB drives to export guest lists, increasing data breach risks.

The management now plans to strengthen its data storage and backup procedures and train all employees on proper data handling.

Student Task

As a student specializing in Hospitality Information Systems or Property Management Systems, you are tasked to analyze the case and provide insights based on your understanding of data management and security.

Answer the following guide questions:

1. What are the main data management problems that Hotel Serene is experiencing?

2. How could these problems affect hotel operations, guest satisfaction, and data security?

3. Identify three (3) best practices that Hotel Serene can implement to strengthen its data storage and backup process.

4. Compare local storage and cloud-based storage in terms of security, accessibility, and cost.

5. How does the Data Privacy Act of 2012 (RA 10173) apply to this case in protecting guest data?

6. What policies or training programs should management implement to prevent future data loss incidents?

Students will submit a written case analysis report (1–2 pages) containing:

• A summary of the situation and identified problems.

• Proposed solutions and best practices for data management.

• A short reflection on the importance of data storage and security in hotel operations.