Intercollege Backup and Recovery Policies

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1 Intercollege Computer Center Intercollege Backup and Recovery Policies Prepared by: Dr. Dmitry Apraksin 1

2 Table of Contents 1. Purpose Backup Media Backup Media types Backup Media Expiration Backup types Regular backup Backup on demand Backup time Labeling Backup subjects Intercollege Accounting System Intercollege Payroll Intercollege Academic Information System (Exelixis) Intercollege WEB backend database Intercollege WEB sites content / scripts End-user sensitive data System data Backing-up original distributive materials (CDs, Floppies, etc.) End-user backup guidelines Restore

3 1. Purpose The purpose of backup copies is primarily a disaster recovery. Though, backup copies can be also used to recover data that has been accidentally deleted or corrupted, this capability should not be abused and Intercollege Computer Center does not carry any responsibility for accidentally corrupted or deleted user files, unless special arrangements are done (see p. 4.6.) 2. Backup Media 2.1 Backup Media types Backup copies could be done on removable media like: High capacity magnetic tape High capacity floppy (LS or ZIP) CD-R or CD-RW Regular floppy Backup copies could be also created on hard drives of backup server. At least one backup copy done on removable media must be stored off-site (i.e., not at Intercollege premises) to secure availability in case of a disaster Backup Media Expiration Magnetic tapes or floppies used for backup must be replaced every 3 months. Backup copies on a CD-R used for backup must be replaced every 3 years. Backup copies on a CD-RW used for backup must be replaced every year. The expiration time of a backup copy made on a backup server is limited by the hard-drive lifetime. The expected lifetime of the hard drive is 3 years. After this period of time hard drives of the backup server must be changed. 3

4 3. Backup types 3.1. Regular backup Regular backup is to be performed on a daily basis as a part of Computer Center routine procedures. Backup is to be performed on different media at the end of each working day. Backup media must be stored for one week before it is used again. For example, if magnetic tape is used, as the backup medium, a different tape should be allocated for each working day of the week. If backup is done on a backup server then a different folder (or share) should be created and used for each working day of the week. 3.2 Backup on demand Backup on demand is performed only when there is a need in special circumstances. For example end-of-financial-year, etc Backup time All backup copies should be done by a Computer Center Officer or a trained Senior Lab Assistant. Backup will be preferably done during off-business hours in order to provide data integrity as well as to free Intercollege network from additional traffic created by the backup process Labeling The removable media must be properly labeled. The label should indicate the content of the tape or disk, the backup time, the name and the signature of the person who performed the backup. Each folder, on the backup server, which is used for backup, must contain a file with a date-time stamp for easier identification. This file can be created automatically by the backup script. If a backup copy is made using the tar utility (UNIX) then the name of the archive file must contain only a brief description of the backup. Date and time are not necessary since they are automatically handled by the system. If a backup copy is made with ntbackup utility (Windows), then the backup set must have a description as well as the date of creation. 4

5 4. Backup subjects 4.1. Intercollege Accounting System Two backup copies of the Accounting System Database files are to be created on a daily basis (regular backup, see p. 3.1). One backup copy should be created on removable media and kept off-site by the Senior Finance Officer. Different removable media should be used for each working day of the week. Another backup copy should be done on a backup server and be available on-line for fast recovery. Also, one backup copy of the Accounting System Database should be created on special circumstances (end-of year, etc.) This copy should be done on removable media and kept off-site by the Senior Finance Officer. Two copies of the Accounting System software must be created on removable media after each system upgrade. One of these copies must be kept by the Finance Officer offsite and the second one at the Computer Center Intercollege Payroll Two backup copies of the Payroll database are to be created on a daily basis (regular backup, see p. 3.1). One backup copy should be created on removable media and kept off-site by the Senior Finance Officer. Another backup copy should be done on a backup server and be available on-line for fast recovery. Each Backup copy should be kept for one week before it is used again. Also one backup copy of Payroll database should be created on special circumstances (end-of year, etc.) This copy should be done on removable media and kept off-site by the Senior Finance Officer. Two copies of Payroll software must be created on removable media after each system upgrade. A Finance Officer must keep one copy off-site while the second one should be kept at the Computer Center Intercollege Academic Information System (Exelixis) Two backup copies of Exelixis database are to be created on a daily basis (regular backup, see p. 3.1). One backup copy should be created on removable media and kept off-site by the responsible Computer Center Officer. Another copy should be done on a backup server in importable format (SQL) and be available on-line for fast recovery. Each Backup copy should be kept for one week before it is used again. 5

6 Two copies of Exelixis software must be created on removable media each time the software is changed. One of these copies must be kept off-site by the responsible Computer Center Officer and the second one at the Computer Center. In addition, a copy of Exelixis modules must be available online on the Backup Server Intercollege WEB backend database Two backup copies of the WEB backend database are to be created on a daily basis (regular backup, see p. 3.1). One backup copy should be created on removable media and kept by a Computer Center Officer outside the College. Another backup copy should be done on a backup server and be available on-line for fast recovery. Different backup removable media will be used for each working day of the week Intercollege WEB sites content / scripts Two backup copies must be created each time after updating/amending WEB site scripts and content. One copy must be created on a removable media and kept by a Computer Center Officer outside the College. Another copy must be done on a Backup server and be available online for fast recovery End-user sensitive data Should end-users have mission-critical information, (e.g., Ministry Reports etc.); the Computer Center will create a backup copy of the end-user documents on a backup server and removable media. The head of the interested department should request this service from the Computer Center. Authorization from the Senior Computer Supervisor should be granted before the requested backup is performed. In addition to that, registered faculty- and staff- intranet users can use their Internet drive (i.e. space located on the server accessible through WEB, FTP and NetBIOS protocols) in order to store their sensitive data. Internet drive folders are a subject of regular backup as a part of Intranet Data. Though Internet Drive can be used as end-user backup media, the main purpose of Internet drive is to increase availability of end-user data. The above policy should not be abused by the end-users System data System data includes: 6

7 Intercollege name server zone databases Configuration of Intercollege routers. Configuration of Intercollege WEB server Configuration of Intercollege SMTP server (outgoing ) Configuration of Intercollege POP server (incoming ) Configuration of LAB WEB server User accounts Registry files of Windows 2000 servers Two backup copies of the above data should be done each time a change of configuration takes place. One backup copy must be done on removable media and kept off-site by a Computer Center Officer. Another backup copy should be done on a backup server for fast recovery. 5. Backing-up original distributive materials (CDs, Floppies, etc.) The Purpose of this backup is to protect the original software distribution media from destroying due to the frequent use. All computer Center Staff members are required to abstain from using original CDs. For this reason each Computer Center Officer and Senior Lab Assistant is allowed to make his own copy of the following: Windows 2000 server Windows 2000 Pro Office 2000 Pro Office XP Pro Visual Studio 6 Visual Studio.NET Linux Red Hat (most recent version) Linux Mandrake (most recent version) Personal copies of the software should be kept off-site. In addition, one copy of each package should be kept at the Computer Center. In case of expiration/damage, Lab assistants are allowed to make another copy in order to replace the damaged one. A damaged copy must be destroyed. Due to the frequent use of the above software, the expiration terms, allowed by companies, are not set for this kind of backup copies. Intercollege observes the Copyright Law. Thus, backup copies can be used only for approved installation / repairs of the original software purchased by the College. 7

8 Should a Lab Assistant or any other member of the Computer Center staff is found to be responsible for making illegal copies or installations of original software he/she will be terminated immediately in order to protect College s reputation and investments. 6. End-user backup guidelines Since the primary purpose of the centralized backup is a disaster recovery (see p.1), the Computer Center should not be held responsible for any loss of files/data located on endusers computers. Backup of end-user files is a responsibility of the end-user, except in cases mentioned in p End-users should make backup copies of important files themselves. It is recommended to have at least two copies of each file. One copy must be kept offsite. End-users are encouraged to observe the backup media expiration terms (p. 2.2) as well as labeling guidelines (p. 3.4). Also, end-users are advised to use their Internet Drives to backup their data. However, they have to keep in mind that the size of Internet Drive is limited by 20 MB. 7. Restore. Restore should take place primarily is case of system malfunction as a recovery procedure. However, since restore leads to data loss, it should be implemented only after all other possibilities of recovery are proven to be ineffective. Restore must be authorized by the Senior Computer Supervisor. All users affected by the restore must be informed by the Computer Center. Individual files from the backup sets can be restored in cases of data loss for information mentioned in p.4.6. Selective data recovery from Internet Drives (see p.6) is possible after the authorization of Senior Computer Supervisor. However, this possibility should not be abused. 8

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