Revised 8/21/01. Headquarters and Desktop Services Division Headquarters Operations Branch Backup, Restoration and Tape Retention Procedures

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1 Revised 8/21/01 Headquarters and Desktop Services Division Headquarters Operations Branch Backup, Restoration and Tape Retention Procedures 1

2 Revised 8/21/01 Table of Contents. 1.0 Background...Page Scope and Applicability...Page Tape Backup Process...Page Backup Schedule...Page Restores...Page Contents Verification...Page Tape Labeling...Page Tape Storage Rotation and Recycling...Page On-site 7 Day Storage...Page Local-Off-Site Storage...Page Tape Recycling...Page Exceptions, Tapes requested to be retained longer than 30 days...page Implementation of the Tape Rotation System...Page Estimated Media Use...Page Adjustment to the Backup tape Procedures...Page Contacts...Page 5 Appendix A...Page 6 Appendix B...Page 9 Appendix C...Page 10 Appendix D...Page 11 Appendix E...Page 12 Examples...Page 13 2

3 EPA Headquarters and Desktop Services Division (HDSD) Backup, Restoration and Tape Retention Procedure Revised 8/21/ Background The Headquarters Desktop and Services Division, Headquarters Operation Branch (HOB), Backup team perform tape backups, restoration cataloging and storage for EPA Headquarters data and file servers. The team utilizes a specific software, (see Appendix C.) on backup systems to perform this task. All Backup team members are required to have appropriate security clearances, including NACI and CBI. 2.0 Scope and Applicability This procedure is applicable to all shared services servers under the Working Capital Fund (WCF) as well as supported Headquarters Desktop and Services Division (HDSD) systems. Backup services include HDSD shared services applications and data, HOB supported national systems, (i.e. VABS), and . The data and applications are transferred to tape from all server volumes. 3.0 Tape Backup Process 3.1 Backup Schedule The team schedules full and incremental tape backups during non-production hours using systems located throughout the EPA HQ network. Backup tapes are removed every morning and placed in a fire proof safe. Backup tapes are kept as a set once they are created. A set includes one weeks incremental s plus a full backup from that same week. 3.2 Restores Restores are performed as requested utilizing the Remedy Action Response System (RARS). A support person or LAN Manager or LAN System Administrator submits a RARS request to have a file(s) restored for a user. If the backup tape is still at it s 7 day on site location, it should be started within 4 hours of the RARS request. The time for retrieving tapes from Local Off Site Storage and starting a restore is 8 hours or less. Turn around time for retrieving tapes from the Contracted Off Site Storage is 16 hours. At each location a full system restore will be tested randomly, once every month and when any server hardware upgrade, new software installation or service patch is performed. 3.3 Contents Verification The backup tool provides for verifying the status of backup jobs which is used to determine the successful completion or any errors/warnings that may have occurred. The Daily Back-Up Log Report is provided to customers every morning reflecting the previous nights activity. For jobs that have errors, the Backup team and the server administrator work to resolve the problem and reschedule the backup job. Note: During backup, a Cyclic Redundancy Check (CRC) is performed on each file being backed up and compared to the source file CRC. 3

4 Revised 8/21/ Tape Labeling Once backup tapes sets are completed they are removed from the tape changer and labeled on the outside of the tape. Each label contains the following information: A. Date the tape was removed. B. Physical location that the tape was created at (E.g.: WIC, Fairchild, Judiciary Square) C. Type of server it was created on. (E.g.: NetWare NW or NT) D. Physical name of the server (E.g.: DCCDMO1, DCCDM02) E. Type of backup (Full or Incremental) F. System generated Serial Number: (E.g.: ) G. System generated ID number: (E.g.: I A1367) H. System generated Sequence Number: (E.g.: 2) Sample Label: WICNWDCCDM02Full IA Tape Storage Rotation and Recycling Note: As directed by U.S. EPA RECORDS SCHEDULE, EPA SERIES NO. 161, (Appendix A.) 4.1 On-site 7 Day Storage Once a tape has been labeled it becomes part of a set. After the set is created, it is placed in a Locked Fireproof Safe at its current location and remains there for 7 days. Each tape is stored by the system generated serial number. During this time, if a backup tape is needed to respond to a restore request, it is available immediately. 4.2 Local-Off-Site Storage After the 7 days on-site, the tapes are moved to a pre-determined Local Off Site Storage location where they remain for 3 weeks, (see Appendix B). During this 3 week period, if a backup tape is needed for a restore, the specific tape set is picked up and delivered to the requesting location. Note: Turn around time for retrieving tapes from Local Off Site Storage is 8 hours or less. 4.3 Tape Recycling Once the 3 week storage period has expired at the Local Off Site Storage location, the backup tapes are placed into containers and returned to a central location (currently the Washington Information Center [WIC]). Tapes returned for recycling have the label removed and a software option to erase is selected to remove data from the tape. This is performed in the WIC Lab before going back into the pool at each location. 4.4 Exceptions, Tapes requested to be retained longer than 30 days. Certain Program Offices have requested an undetermined retention period for their backup tapes. These tapes will be labeled as usual but with additional information indicating the Program Office retaining the tapes and retention start date. After the normal 30 days, the tapes are transferred to the Contracted Off Site Storage Facility, (ARCUS DATA SECURITY), for the extended retention period. There will be a charge to the specific Program Office of a cost plus fixed fee via the WCF for all storage of tapes at the Contracted Off Site Storage Facility. 4

5 Revised 8/21/ Implementation of the Tape Rotation System In order to ensure consistency and quality control, one person will be assigned to perform the daily rotation task. Appendix D provides the initial scheduling of the activity. Additionally a Daily Quality Assurance checklist will be created that will document the necessary procedures to follow and will be signed by the same person to ensure that the proper procedures are followed and to create an audit trail. This process will be implemented in a phased approach to work out any of the inefficiencies found in the daily procedure. The first phase will include the offices located at the Federal Triangle. The first phase will last one full cycle (five weeks). Thereafter, additional locations will be added. 4.6 Estimated Media use over one full cycle During the course of the five week cycle, approximately 2,280 tapes will be recycled. Appendix E provides a detailed breakdown of the quantity of tapes used by location and media type. The estimated effort required to recycle the tapes is approximately 200 hours. 4.7 Adjustment to the Backup Tape Procedures. This document is subject to a 6 month review for refinements to the overall process. 5.0 Contacts Headquarters Operations Branch Staff Alfred Gallegos, Task Order Project Officer (TOPO) Mike Caltabiano, Federal Expert Team Member Contract Off-Site Storage vendor: ARCUS DATA SECURITY Corporate Headquarters 2741A Prosperity Ave. Fairfax, Virginia Office: Fax: Contract/Account 9: M3360 Contact person: Donna Sanders 5

6 Appendix A SERIES TITLE: System Backups PROGRAM: All Programs EPA SERIES NO: 161 AGENCY FILE CODE: INFO 161 National Records Management Program EPA SERIES NO. 161 U.S. EPA RECORDS SCHEDULE NARA DISPOSAL AUTHORITY: N /3 APPLICABILITY: Agency-wide IDENTIFYING INFORMATION: DESCRIPTION: Consists of electronic backup copies of software and data stored on direct access storage devices in a computer system. They are used to recreate a system or its data in case of unintentional loss from on-line storage. They are mirror images of storage disks on which data and documents may be scattered randomly as they are on the disks themselves. Includes: a. System backups for the National Technology Services Division, and b. System backups for LANs and mail servers. Security backups are scheduled separately. ARRANGEMENT: TYPE OF RECORDS: Data files MEDIUM: Electronic SPECIFIC RESTRICTIONS: VITAL RECORD: No FUNCTIONS SUPPORTED: Program management SPECIFIC LEGAL REQUIREMENTS: None 6

7 Appendix A cont. DISPOSITION INFORMATION: FINAL DISPOSITION: TRANSFER TO FRC PERMITTED: Disposable No FILE BREAK INSTRUCTIONS: See disposition instructions. DISPOSITION INSTRUCTIONS: a. Delete after 90 days or when third backup cycle is completed, whichever is earlier. b. Delete after 30 days or when third backup cycle is completed, whichever is earlier. APPLICATION GUIDANCE: REASONS FOR DISPOSITION: System backups are used to recreate a system or its data in the case of unintentional loss from on-line storage and are not records. AGENCY-WIDE GUIDANCE: This item applies only to electronic backup copies of software and data stored on direct access storage devices in a computer system used to recreate a system or its data in case of unintentional loss. Electronic backup copies which are identical in format to existing master copies and data bases are scheduled as EPA Security Backups of Files. Security backups must be made for records which are scheduled as permanent and are to be transferred to the National Archives. Until the information is taken off line for transfer, the system backup may serve as the security backup. Electronic copies consisting of data copied from master copies and data bases and written with varying technical specifications are scheduled as EPA Technical Reformat Files. Specific schedules have been developed for many Agency schedules. Check to see if your system is listed in the index to these schedules. In other cases, systems are included as parts of general system schedules, such as EPA Electronic Models and Expert Systems. 7

8 Appendix A cont. Other schedules for segments or phases of information systems include: EPA Downloaded and Copied Data EPA Files/Records Relating to the Creation, Use and Maintenance of Computer Systems, Applications, or Electronic Records EPA Input/Source Records EPA Electronic Versions of Records Scheduled for Disposal EPA Data Files Consisting of Summarized Information EPA Records Consisting of Extracted Information EPA Print Files EPA Technical Reformat Files EPA Security Backups of Files EPA Special Purpose Programs PROGRAM OFFICE GUIDANCE/DESCRIPTIVE INFORMATION: CUSTODIAL INFORMATION: CONTROLLING UNIT: Multiple units CONTACT POINT: Name: Location: Inclusive Dates: Name: Mail Code: Telephone: Volume on Hand (Feet): Annual Accumulation: (feet or inches) Office: Room: CONTROL INFORMATION: RELATED ITEMS: EPA 160, EPA 170, EPA 171, EPA 172, EPA 173, EPA 174, EPA 175, EPA 176, EPA 177, EPA 179 PREVIOUSLY APPROVED BY NARA SCHEDULE NOS: Approval Approval Entry Last Date EPA Date NARA Date Modified 4/28/95 1/20/99 11/21/94 5/16/00 8

9 Appendix B: Revised 4/18/01 Local-On-site Storage Location Matrix: Backup Site Ariel Rios Safe Ronald Reagan Safe Customs Safe ICC Safe WSM Safe rd St Safe Crystal Mall Safe Ariel Rios Ronald Reagan ICC Customs Fairchild rd St Crystal Station Crystal Mall WSM 9

10 Appendix C: Revised 8/21/01 Backup software currently in use is: ARCServe Version 6.1 ARCServe Version 6.6 IT 10

11 Appendix D: Revised 8/21/01 Daily Tape Backup Rotation Example Location Arrival Time Departure Time Action WIC 8:00 AM 8:20 AM Federal Triangle 8:30 AM N/A Ronald Reagan Server Room 8:40 AM 9:30 AM Secure Tapes Ariel Rios Server Room 9:40 AM 10:15 AM Secure Tapes ICC Server Room 10:25 AM 11:15 AM Secure Tapes Federal Triangle N/A 11:30 AM West Tower 11:40 AM N/A East Tower N/A 11:45 AM Fairchild 11:52 AM 12:30 PM Collect Tapes * Federal Triangle 12:45 PM 12:51 PM Judiciary Square 12:58 PM N/A rd St Server Room 1:08 PM 1:45 PM Secure Tapes Judiciary Square N/A 2:00 PM Federal Triangle 2:08 PM 2:05 PM West Tower 2:15 PM 2:25 PM Crystal Station 2:40 PM N/A Crystal Station Server Room 2:50 PM 3:20 PM Collect Tapes * Crystal Station N/A 3:35 PM Waterside Mall 4:05 PM 5:30 PM Secure Tapes Completion of Daily Cycle Schedule does not include Crystal Mall or Customs these are new locations. Times will need to be altered and worked in as the new locations come on line. Estimated nine hours and thirty minutes per day for the tape rotation cycle. Arrival and Departure times were derived from the EPA Shuttle Bus Schedule. * Indicates locations without fire safe 11

12 Revised 8/21/01 Appendix E The following table provides the estimated media use for the full 5 week cycle based on the current data storage requirements Media Use Matrix Location DLT III DLT IV AIT Daily Weekly Daily Weekly Daily Weekly Ariel Rios N/A N/A Ronald Reagan ICC N/A N/A N/A N/A 8 48 Fairchild 4 24 N/A N/A N/A N/A rd Street N/A N/A Crystal Station 3 18 N/A N/A N/A N/A Waterside Mall Crystal Mall Customs Totals Five week estimate These values reflect the proposed daily rotation scheme. 12

13 Revised 8/21/01 Example Backup Tape Cycle 1 st Week of Month, April Creation week for AR-Set1 None. 2 nd Week of Month, April Creation week for AR-Set2 First week of 30 days for AR-Set1 (in house) None. None. 3 rd Week of Month, April Creation week for AR-Set3 Second week of 30 days for AR-Set1 First week of 30 days for AR-Set2 (in house) 4th Week of Month, April Creation week for AR-Set4 First week of 30 days for AR-Set3 (in house) Second week of 30 days for AR-Set2 Third week of 30 days for AR-Set1 13

14 Backup Tape Cycle Revised 8/21/01 1 st Week of Month, May Creation week for AR-Set5 First week of 30 days for AR-Set4 (in house) Second week of 30 days for AR-Set3 Third week of 30 days for AR-Set2 Fourth week of 30 days for AR-Set1 2 nd Week of Month, May Creation week for AR-Set6 First week of 30 days for AR-Set5 (in house) Second week of 30 days for AR-Set4 Third week of 30 days for AR-Set3 Fourth week of 30 days for AR-Set2 Fifth week AR-Set1 is returned & scratched 3 rd Week of Month, May Creation week for AR-Set7 First week of 30 days for AR-Set6 (in house) Second week of 30 days for AR-Set5 Third week of 30 days for AR-Set4 Fourth week of 30 days for AR-Set3 Fifth week AR-Set2 is returned & scratched 4 th Week of Month, May Creation week for AR-Set8 First week of 30 days for AR-Set7 (in house) Second week of 30 days for AR-Set6 Third week of 30 days for AR-Set5 Fourth week of 30 days for AR-Set4 Fifth week AR-Set3 is returned & scratched 14

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