14/03/12 Updated Annex 1 to refer to current backup details. 15/03/12 Included section detailing NetApp filer data storage

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1 System and File Restore Policy Document Status Security Classification Version 1.1 Level 4 - PUBLIC Status DRAFT Approval Life 3 Years Review By June 2012 Owner Change History System Support Group Manager 14/03/12 Updated Annex 1 to refer to current backup details 15/03/12 Included section detailing NetApp filer data storage 15/03/12 Updated file restores section to include process for NetApp CIFS data 1

2 Contents System and File Restore Policy... 1 Document Status Introduction Scope System and file backups... 3 Servers... 3 NetApp filers System Restores File Restores... 4 Annex 1: Current IOE Backup Arrangements... 6 Backup Scope... 6 Not in scope... 6 Backup Service Details... 6 Tape Details... 6 Tape Security

3 1. Introduction 1.1 This document is intended to outline actions to be taken in the event of any incident that renders systems or files terminally inaccessible. 2. Scope 2.1 All IT Services managed servers and the data residing upon them. 2.2 Any servers not maintained by IT Services are not covered by this policy. 2.3 Any servers hosted outside IOE s dedicated server rooms are not covered by this policy. 3. System and file backups Servers 3.1 All IT Services managed servers and the data residing upon them are backed up nightly. 3.2 All backup jobs subsequently verify. 3.3 Any backup job errors are monitored by IT Services staff and remedial action taken. 3.4 Daily jobs are kept for 1 week, and are incremental. 3.5 Weekly jobs are held for 1 month, and are full. 3.6 Monthly jobs are held for 1 year, and are full. 3.7 Yearly jobs are held indefinitely, and are full. 3.8 Monthly and Yearly tapes are held in a fire safe off-site. NetApp filers 3.9 The IOE holds data on 2 NetApp filers. 1 filer is housed in the NORTH server room, and 1 filer is housed in SOUTH 3

4 3.10 The NetApp filers are split into logically separated virtual filers which contain CIFS data (staff N and Q, student N), SQL databases, staff databases, IOE ISO store, CLS research data (in discrete, logically separated virtual filers) and virtual server hard drives Snapshots of CIFS data (e.g. N:, Q:) are taken 4 times daily: 08.00, 12.00, 16.00, Exchange data snapshots taken 08.00, 12.00, 16.00, Nightly snapshots are held on the NetApp filers for 2 weeks 3.14 Data residing on each NetApp filer are copied across nightly to the other filer 3.15 The contents of the SOUTH filer are backed up to tape weekly 4. System Restores 4.1 In the event of the terminal loss of server hardware, the base system services on any hardware replacement (OS, vendor applications) would be installed from the IOE software library, and not from tape. 4.2 This ensures any redeployment is clean, stable and malware-free. 4.3 Tape backups would be subsequently used to restore file data (e.g. databases, s, user files) to the most recent point in time at which a safe restore can be deployed. 5. File Restores 5.1 If requests are made to the computer helpdesk for file restores of NetApp CIFS data (N:, Q:) within 2 weeks of the data loss, the files can be recovered by IT Services. 5.2 Beyond this cut-off date, files will only be restored with the written consent of the Departmental Head and the IT Services Manager. 5.3 Files that are not saved as NetApp CIFS data (i.e. all data other than N:, Q:) will only be restored with the written consent of the Departmental Head and the IT Services Manager. 4

5 5.4 Files will only be restored if they are: a) considered by IT Services to be safe and not at risk of introducing malware or instability into IOE systems b) work-related 5.5 Files will only be restored to their original location in the event of a bulk restore to a rebuilt system, or other restores in the event of a system failure. 5.6 In all other circumstances, files will be restored to a temporary holding area first, and then transferred to a distinctly marked target area for owner testing/acceptance. 5

6 Annex 1: Current IOE Backup Arrangements Backup Scope 1. All data residing on IOE physical and virtual servers or NetApp storage are backed up nightly 2. This explicitly includes user data on N: and Q:, server applications, server databases and virtual server hard drives Not in scope 1. Data on local Mac/PC/laptop/tablet hard drives are not backed up 2. Data held on non-ioe hosted servers are not covered by this policy Backup Service Details 1. Backup Servers: 1 (for NetApp backup) in SOUTH, 1 (for other servers) in NORTH 2. Tape Libraries: Overland NEO 4000E (SOUTH for NetApp data backup) 2 drives. Overland NEO 2000E (NORTH for physical server backups) 2 drives 3. Backup software: Backup Exec Some servers are connected to the dedicated backup network see networks.xlsx in the SSG SharePoint site for information. Others back up across the main IOE network. 5. All physical servers use the Backup Exec Remote Agent. Tape Details 1. Tapes used: LTO5 2. Frequency: a. Daily tapes in NORTH are used for incremental backups 5 times per week b. Weekly tapes are used for full backups 1 time per month c. Monthly tapes are used for full backups 1 time per year d. Yearly tapes are not re-used 3. Tape failure: if tape failure is reported by backup exec, the tape is discarded and a new one is used 4. LTO5 tapes are meant to endure for 260 full backups (http://h10010.www1.hp.com/wwpc/us/en/sm/wf05a/ html?dnr=1) 5. LTO5 tapes are meant to endure for 20,000 load/unload cycles (http://www.quantum.com/serviceandsupport/softwareanddocumentationdo wnloads/lto-5/index.aspx) 6. LTO5 tapes are designed to be archived for up to 30 years (http://h10010.www1.hp.com/wwpc/us/en/sm/wf05a/ html?dnr=1) 7. Current tape set entered production September Replacements will be purchased as necessary. 6

7 Tape Security 1. Tapes in the backup device tape libraries (i.e. relevant daily tapes plus appropriate others) are held securely in IOE server rooms, with access restricted by key with tumbler lock and 2 levels of access control. Access is restricted by access control to members of Systems Support Group, Telecoms & Desktop Support Co-ordinator, Head of Estates and Facilities and Estates and Facilities Project Co-ordinator 2. Weekly tapes are held in a Secure File Safe on premises. The safe sits in an area behind a tumbler lock, and one level of access control. It requires a key to access it that is only held by members of SSG 3. Monthly tapes are held off-site in a Secure Fire Safes, in a building with access control and sign-in procedures. They require keys to access them that are only held by SSG. 7

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