LOUIS: The Louisiana Library Network Annual Report to The Louisiana Board of Regents on LOUIS Backup Site Project

Transcription

1 LOUIS: The Louisiana Library Network Annual Report to The Louisiana Board of Regents on LOUIS Backup Site Project August 2008

2 Table of Contents Executive Overview... 3 Contract with Louisiana Tech University to host LOUIS backup server... 3 Purchase a rack to house backup server... 3 Purchase a backup server for SirsiDynix Symphony software... 3 Purchase hardware to replace SirsiDynix Symphony production server... 4 Develop procedures to make backup copies of production files... 4 Develop process to copy production files to backup server... 4 Hold a mock disaster... 5 Develop a procedure to copy files from backup server to production server... 5 Negotiate license for electronic resources... 6 Appendix A

3 Annual Report to the Louisiana Board of Regents on the LOUIS Backup Site Project Executive Overview LOUIS: The Louisiana Library Network received a $275,690 grant from the Louisiana Board of Regents to implement a backup site for LOUIS automation services. Based on events after Hurricanes Katrina and Rita, it was apparent that implementing a backup site, at another location in the state, would ensure that LOUIS members did not have to discontinue business operations if the LOUIS Office in Baton Rouge was unavailable. The grant funded the replacement of hardware purchased in 2001, the purchase of new hardware to provide adequate backup capabilities for LOUIS operations, and the purchase of electronic resources to benefit all LOUIS members. All of these activities were successfully completed in the fiscal year. Contract with Louisiana Tech University to host LOUIS backup server In September, 2007, LOUIS and Louisiana Tech University signed a Memorandum of Understanding (Appendix A). Louisiana Tech agreed to provide floor space, air conditioning, and electrical power sufficient to operate a server that contains the library data for all LOUIS institutions. These services and access to hardware and software are available to the LOUIS staff twenty-four hours a day and seven days a week. Louisiana Tech also agreed to provide high speed internet access, via LONI, to the server. For these services LOUIS agreed to pay Louisiana Tech $910 per month starting November, Purchase a rack to house backup server LOUIS purchased an industry standard 42U rack to house the backup server. The rack was installed and operational at Louisiana Tech in December, Purchase a backup server for SirsiDynix Symphony software LOUIS purchased a backup server in October, The server was delivered to the LOUIS Office where it was configured and tested prior to being installed at the backup site. In January 2008, LOUIS and LSU personnel installed the server at Louisiana Tech, making it available to the LOUIS staff in Baton Rouge via LONI. They also installed a console server in the rack at Louisiana Tech to provide additional access to the back-up server from the LOUIS Office in Baton Rouge. The LOUIS staff then began extensive testing of the server to prepare for the implementation of the backup server. Below are the specifications of the backup server. Name: Model: S/N: Meg503 IBM, A H 3

4 LSU Property #: Memory: 16GB Processors: 1.7GHz Local Disk: 143TB Purchase hardware to replace SirsiDynix Symphony production server A new production server was purchased in October 2007 to replace the production server which was seven years old. The server was installed at the LOUIS Office and configured with the AIX Operating System. Extensive testing was conducted by LOUIS and library staff to ensure that all twenty-nine member library data was successfully migrated to the new hardware. The new production server was implemented in March, The old production server was retired in April Below are the specifications of the new production server. Name: Meg504 Model: IBM, A S/N: H LSU Property #: Memory: 64GB Processors: 1.7GHz Local Disk: 143TB Develop procedures to make backup copies of production files LOUIS analysts researched, designed, programmed and tested a new backup procedure to streamline the daily backup process needed to protect production data. The LOUIS staff reviewed existing procedures, retention periods, versions of backups, and offsite storage requirements. After extensive testing the new backup procedure was implemented in May Data from the LOUIS production server is copied to a server located at the State Information Services Building in downtown Baton Rouge. A second copy of the data is also delivered off site, following LSU Information Technology Services disaster recovery plans. Develop process to copy production files to backup server In conjunction with developing a new backup procedure, LOUIS researched and designed a process to copy or synchronize data on the production server at the LOUIS Office to the backup server at Louisiana Tech. This process, which runs daily, uses the RSYNC command to synchronize production data with the backup server. After the process is completed the backup server at Louisiana Tech contains an exact image of what is stored on the production server housed at the LOUIS Office. If the production server at the LOUIS Office becomes inaccessible then the backup server can be activated to become the new production server, minimizing downtime for library patrons. 4

5 Hold a mock disaster A mock disaster was initiated in April, The purpose was to test the backup procedures identified above. To activate the backup server to function as the production server the following procedure was used: 1. Stop all production software 2. Synchronize production data to the backup server 3. Change all the domain names to point to the backup server IP address 4. Bring down the production server 5. Start up the backup server which will then be considered the production server. This process can all be accomplished by LOUIS personnel and does not require any intervention by personnel at any LOUIS site. The entire process takes a maximum of a few hours to implement. Depending on the time of day the process may only take a few minutes. LOUIS libraries would only be down for the amount of time it takes the LOUIS staff to activate the backup server and no data would be lost. This process was successfully tested using two LOUIS sites, LSU Center for Energy Studies and LUMCON. A more extensive test, involving all sites, will be performed before the end of 2008 and at least once a year thereafter. If an unexpected catastrophic event disabled the LOUIS production server individual LOUIS libraries may experience a loss of a maximum of one day s work. Testing revealed that additional disk capacity was needed for the Tivoli Storage Manager (TSM) to insure the reliable backup of all LOUIS data. To enhance the capacity, capabilities, and reliability of the daily backup procedure an additional disk for TSM was purchased. LOUIS also contributed to the upgrade of the LSU problem tracking software which is use by all LOUIS libraries. The upgrade will provide better access to documentation and easy access to a dynamic knowledgebase which will be used in times of disasters and recovery periods. Develop a procedure to copy files from backup server to production server When it is determined that the production server in Baton Rouge is able to resume its responsibilities the data on the backup server will be copied back to the production server. The same process that copies data from the production server located at the LOUIS Office in Baton Rouge to the backup server at Louisiana Tech will be used to transfer data from the backup server to the production server. 5

6 Negotiate license for electronic resources Based on recommendations from the LALINC Electronic Resources Committee, LOUIS licensed two electronic resources: Worldbook Encyclopedia and Learning Express. For more information on Worldbook go to: ment For more information on Learning Express go to: h=1&sip= &hr= 6

7 Appendix A 7

8 BOARD OF SUPERVISORS OF LOUISIANA STATE UNIVERSITY AND AGRICULTURAL AND MECHANICAL COLLEGE, PARISH OF EAST BATON ROUGE INTERAGENCY AGREEMENT Be it known, that on this 3rd day of August 2007, the Board of Supervisors of Louisiana State University and A&M College, acting on behalf of The Louisiana Library Network (hereinafter sometimes referred to as the "LSU" or LOUIS ) and Louisiana Tech University, 305 Wisteria Street, Ruston, Louisiana (hereinafter sometimes referred to as "Tech") do hereby enter into this agreement under the following terms and conditions. SCOPE OF SERVICES: This is an agreement between Louisiana Tech University and LOUIS: The Louisiana Library Network. Historically the SIRSI/Dynix Unicorn backup server and the SIRSI/Dynix Unicorn production server have been located in the same room at LSU Computing Services Center on LSU campus in Baton Rouge. To minimize downtime to all patrons, LOUIS would like to locate a backup server in a different physical location in case the building where the servers are now located is not available, power to the building is not available, or access to the building is not available. Louisiana Tech University has agreed to allow LOUIS to house a backup server on their campus in Davison Hall. Below are the responsibilities of Louisiana Tech University and LOUIS. LOUIS Responsibilities: 1. Purchase a rack and server which will be housed at Louisiana Tech University 2. Keep the server under a maintenance contract from the hardware vendor and pay all costs associated with maintenance and/or repairs 3. Insure the LOUIS equipment 4. Pay a yearly fee to cover the use of environmental resources and floor space 5. Load and maintain all software and data on the server 6. Install server in the rack 7. Maintain backups of data on the server as necessary 8. Provide a contact person to resolve issues identified by Louisiana Tech University personnel 9. Protect against unauthorized use of software and data Louisiana Tech University Responsibilities: 1. Make floor space available in Davison Hall for one rack 2. Assemble rack and position it in an appropriate space 8

9 3. Provide 24x7x365 access to the server from remote locations 4. Notify LOUIS when scheduled downtimes are necessary at least 48 hours in advance 5. Provide adequate electrical power and air conditioning for the server 6. Provide internet access through LONI 7. Provide disaster recovery procedures for the safe keeping of all hardware 8. Provide a contact person who has physical access to the server 9. Protect hardware from unauthorized access (physically secure server) 2. PAYMENTS: In consideration of the services described above, LSU agrees to pay Tech a maximum fee of $9,100. Payment will be made on approval of Ralph Boe, Executive Director of LOUIS). If progress and/or completion to the reasonable satisfaction of LOUIS are obtained, payments are scheduled as follows: Monthly Payments of $ ` Invoices should be sent to the following address: Ralph Boe, Louisiana State University, 200 Frey Computing Center, Baton Rouge, LA TERMINATION FOR CAUSE: Each party may terminate this Agreement for cause based upon the failure of the other to comply with the terms and/or conditions of the Agreement; provided that written notice is given specifying failure. If within thirty (30) days after receipt of such notice, the failing party shall not have either corrected such failure or, in the case which cannot be corrected in thirty (30) days, begun in good faith to correct said failure and thereafter proceeded diligently to complete such correction, then the party may, at its option, place the other in default and the Agreement shall terminate on the date specified in such notice. Each party may exercise any rights available to it under Louisiana law to terminate for cause upon the failure to comply with the terms and conditions of this Agreement. 4. TERMINATION FOR CONVENIENCE: Each party may terminate the Agreement at any time by giving thirty (30) days written notice to the other. Tech shall be entitled to payment for deliverables in progress; to the extent work has been performed satisfactorly. 5. OWNERSHIP: All records, reports, documents and other material delivered or transmitted to Tech by LSU shall remain the property of LSU, and shall be returned by Tech to LSU, at Tech's expense, at termination or expiration of this Agreement. All records, reports, documents, or other material related to this Agreement and/or obtained or prepared by Tech in connection with the performance of the services contracted for herein shall become the property of LSU, and shall, upon request, be returned by Tech to LSU, at Tech's expense, at termination or expiration of this Agreement. 6. TAXES: Tech hereby agrees that the responsibility for payment of taxes from the funds thus received under this agreement and/or legislative appropriation shall be said Tech's obligation and identified under Federal tax identification number NONASSIGNABILITY: Tech shall not assign any interest in this Agreement by assignment, transfer, or novation, without prior written consent of LSU. This provision shall 9

10 not be construed to prohibit Tech from assigning his bank, trust company, or other financial institution any money due or to become due from approved contracts without such prior written consent. Notice of any such assignment or transfer shall be furnished promptly to LSU. 8. AUDITORS CLAUSE: It is hereby agreed that the Legislative Auditor of the State of Louisiana and/or the Office of the Governor, Division of Administration auditors shall have the option of auditing all accounts of Tech which relate to this Agreement. 9. DISCRIMINATION CLAUSE: Tech agrees to abide by the requirements of the following as applicable: Title VI of the Civil Rights Act of 1964 and Title VII of the Civil Rights Act of 1964, as amended by the Equal Employment Opportunity Act of 1972, Federal Executive Order as amended, the Rehabilitation Act of 1973, as amended, the Vietnam Era Veteran's Readjustment Assistance Act of 1974, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, the Fair Housing Act of 1968 as amended, and Tech agrees to abide by the requirements of the Americans with Disabilities Act of Tech agrees not to discriminate in its employment practices, and will render services under this Agreement without regard to race, color, religion, sex, sexual orientation, national origin, veteran status, political affiliation, or disabilities. Any act of discrimination committed by Tech, or failure to comply with these statutory obligations when applicable shall be grounds for termination of this Agreement. 10. FISCAL FUNDING CLAUSE: The continuation of this Agreement is contingent upon the appropriation of funds to fulfill the requirements of the Agreement by the legislature. If the legislature fails to appropriate sufficient monies to provide for the continuation of the Agreement, or if such appropriation is reduced by the veto of the Governor or by any means provided in the appropriations act to prevent the total appropriation for the year from exceeding revenues for that year, or for any other lawful purpose, and the effect of such reduction is to provide insufficient monies for the continuation of the Agreement, the Agreement shall terminate on the date of the beginning of the first fiscal year for which funds are not appropriated. 11. INFORMATION SECURITY: Tech shall protect the physical security of the LOUIS server, protect against any anticipated hazards or threats to the physical security of the LOUIS server, and protect against unauthorized access to or use of the LOUIS server that could result in substantial harm or inconvenience. Tech also agrees that security breaches or incidents shall be reported immediately to the LSU Project Manager. 12. ALTERATIONS: Any alterations, variations, modifications, or waivers of provisions of this agreement shall be valid only when they have been reduced to writing, duly signed, and attached to the original of this agreement. No claim for services furnished or requested for reimbursement by Tech, not provided for in this agreement, shall be allowed by LSU. It is the responsibility of Tech to advise LSU in advance if Agreement funds or Agreement terms may be insufficient to complete Agreement objectives. 10

11 13. REMEDIES FOR DEFAULT: Any claim or controversy arising out of this Agreement shall be resolved by the provisions of LSA R.S. 39: LSU CONTACT: LSU shall appoint a Project Manager for this Agreement who will provide oversight of the activities conducted hereunder. The Project Manager for this Agreement is identified below. Notwithstanding Tech's responsibility for total management during the performance of this Agreement, the assigned LSU Project Manager shall be the principal point of contact on behalf of LSU and will be the principal point of contact for Tech concerning Tech's performance under this Agreement. Sara Zimmerman (225) sara@lsu.edu This is the La Tech Project Manager Chris Womack (318) cwomack@latech.edu 15. TERM OF AGREEMENT: This Agreement shall begin on September 1, 2007, and shall terminate on June 30, This Agreement shall be governed by the laws of the State of Louisiana. 11