Our Kids Information Technology Department IT Backup and Restore Procedure

Transcription

1 1 of 7 Our Kids Information Technology Department IT Backup and Restore Procedure I. Policy/Purpose: This Policy describes Our Kids of Miami-Dade/Monroe, Inc. (Our Kids) Information Technology (IT) Department s procedure for ensuring backup copies of electronic information are available when needed. This procedure describes the Our Kids IT procedure for ensuring backup copies of electronic information are available when needed. II. Scope: The Network Manager is responsible for the backup process. On February 1, 2014 a new backup system was installed in Our Kids data center. This procedure covers three processes: the process for backup and restore prior to February 1, 2014 and the process for data created after February 1, 2014 and the process to restore for either a user request or legal subpoena. A. Data Backed Up: 1. Data to be backed up include the following information: a. User data stored in My Documents (file server) b. User (Exchange) 2. Systems to be backed up include but are not limited to: a. File server b. Mail server c. Production database servers III. IV. Location: Definitions: Backup: The saving of files onto magnetic tape for the purpose of preventing loss of data in the event of equipment failure or destruction. Backup Exec is the software used to create backups InMage: A live, continuous backup solution composed of two appliances, one located in the Our Kids data center and the other location in the co-location

2 facility. 2 of 7 Permanent Archive: The saving of annual files onto magnetic tape or other offline mass storage media. Quest Archive Manager: System to archive, retrieve and restore . Restore: The process of bringing off line storage data back from the offline media and putting it on an online storage system such as a file server. V. Procedure/Process for data created prior to February 1, 2014: A. Backup tapes prior to February 1, 2014 are stored at the following locations: 1. November-December 2013 are stored at the Central Hub in a fireproof safe. 2. Year-end and month-end tapes are stored in a safety deposit box at City National Bank. The Chief Information Officer (CIO), Network Manager, Controller and Chief Financial Officer (CFO) have access to the boxes Box Numbers 736 and B. Backup Management and Schedule (prior to February 1, 2014): 1. Timing Incremental backups are performed nightly on Monday through Thursday using Backup Exec. Full Backups begin on Friday and run through the weekend. Monthly backups are performed at the end of each month. 2. Tape Backups There shall be a separate or set of tapes for the Incremental, Weekly, Monthly and Year-end backup cycles as follows: a. Incremental backups: Jobs that run Monday through Thursday shall be kept for one week and may be used again the following week. b. Weekly backups: Jobs performed on Friday or weekends shall be kept for one month and may be used again the following month. c. Monthly backups: Jobs performed at end-of-month shall be kept for one year and may be used again the following year. d. Year-end backups: Full yearly backups shall be kept for a

3 3 of 7 minimum of seven years as a permanent archive. These tapes will not be recycled. 3. Tape Labeling a. Media used in Backup Exec is identified by its media label. When new, blank, or unlabeled media is used during a backup operation, Backup Exec automatically labels the media. This label consists of a prefix that identifies the cartridge type, and an incrementing number. For example, if the media is a 4mm tape, then the prefix would be 4M, followed by The next media label generated for an unlabeled 4mm tape would be 4M000002, and so on. b. You can allow the media label to be assigned automatically by Backup Exec, or you can specify a label prefix and number to be assigned for a type of media. For example, you can specify that all 4mm media that are entered for the first time into this installation of Backup Exec are labeled with a prefix of ACCT, and with numbering starting from You can specify another media type to be labeled with a prefix of FIN, and with numbering starting at 10,000. Customizing labels in this manner can help you recognize and organize media. c. Another type of media label used by Backup Exec is the media ID, which is a unique label assigned by Backup Exec to individual media used in Backup Exec. The media ID is used internally by Backup Exec in order to keep statistics on each media. Because the media label or bar code label for media can be changed, Backup Exec must use the media ID, which cannot be changed or erased, to preserve continuity in record keeping for each individual media. The media ID has no effect on the media label, or on your ability to rename, label, or erase media. d. At times, you may need to use the media ID to distinguish media that have duplicate media labels. Duplicate labels can be automatically generated in instances when Backup Exec is reinstalled or media from another Backup Exec installation is used. Use the media ID to distinguish between duplicate labels. You can view the media ID in a media's property page. e. The following methods are available in Backup Exec to change a media label: i. Label Media operation: Writes a new media label on the media. This write operation destroys any data on

4 4 of 7 the media. This option is available on the Devices view. ii. Rename operation: Changes the name of the media in the display, but does not write the new label to the media until an overwrite operation occurs. The data on the media is viable until the media is overwritten. iii. Edit the label in the media's property page: Editing the label changes the name of the media in the display, but does not write the new label to the media until an overwrite operation occurs. The data on the media is viable until the media is overwritten. iv. Tape Drive Cleaning: Tape drives shall be cleaned weekly and the cleaning tape shall be changed monthly. Drive cleaning is automatic. v. Age of Tapes: The date each tape was put into service shall be recorded on the tape. Tapes that have been used longer than six months for Incremental and Weekly backups shall be discarded and replaced with new tapes. vi. Testing: The ability to restore data from backups shall be tested at least once per quarter. The following is an example of a DR test performed to simulate an ASK SQL database failure: a) Storage Craft Shadow Protect full backup job performed prior to database table deletion. b) ASK database table deleted by Development staff. c) Initial database recovery job started within Symantec Backup Exec recovery wizard with tape media using procedures outlined in the attached DR plan. d) Restore with tape media successful after testing access to ASK. e) Second restore started with Storage Craft Shadow Protect recovery wizard. f) Storage Craft Shadow Protect restore job successful and ASK tested clear without errors. f. Archives: Archives are made at the end of every year in December. User account data associated with the file and mail servers are archived one month after they have left the organization.

5 5 of 7 C. Restoration: Users that need files restored must submit a request to the IT Helpdesk. Include information about the file creation date, the name of the file, the last time it was changed, and the date and time it was deleted or destroyed. a. Restoration Process for data prior to February 1, 2014: i. Log into the backup server OKVAULT with the correct user credentials (users that are domain administrators). ii. Double click on the Symantec Backup Exec 12 icon on the server desktop. iii. Click on the Job Restore Tab to launch the Backup Exec restore wizard. iv. The Restore Wizard guides you through the creation of a restore job. The Restore Wizard is helpful for users who are new to Backup Exec. b. Restoration Process - Restore Wizard To restore data using the Restore Wizard: i. From the navigation bar, click the arrow next to Restore. ii. Click New Restore Job using Wizard. iii. Follow the on-screen prompts. iv. Click Next. v. Select the server backup you want to restore the file from on the left side of the window pane. vi. Now select the file you wish to restore on the right side of the window pane. vii. Click Next. viii. Click on Test All to verify the credentials to restore the file are correct. ix. Click Next to proceed after the credentials test successfully. x. You can choose to accept the default name Symantec has given the restore job or give it a name yourself. xi. Click Next. xii. Select the data source you wish to restore your file from. Choose either from AllVirtualDISKs or from ULTRIUM1 if restoring data from tape media.

6 xiii. xiv. xv. xvi. xvii. xviii. 6 of 7 Click Next. Choose which option you would like the restore job to proceed with. Click Next. The wizard will ask you to run the restore job now. Select the first option Yes, run the restore job now. Click Finish. Once the restore job has finished check the restore file location to verify the file is correct and functional. VI. Procedure for data created after February 1, 2014: A. InMage backup process. Effective February 1, 2014, all production systems (i.e. Exchange, ASK, Safe Haven, SharePoint, File Server, Active Directory, CSIS, Website) are continuously being backed up on the InMage appliance. New production systems will be added as needed. The InMage backup programs run automatically. B. Restoration from InMage appliance: a. Access the InMage web interface and login using the documented credentials. (either MIS Director or Network Manager) b. Navigate to Create Recover Snapshots. c. Select the relevant server for which restoration is needed and select recover. d. Select Using Application consistency and Event based. e. Select the recovery date. f. Select a search result and ensure you set Virtual, unchecked the Read/Write, and selected a Virtual Drive. g. A review report will then be displayed. Wait for the progress to reach 100% and click Finish. h. Connect to the recover host machine via RDP and log in using the documented credentials. i. Access the virtual drive specified in step Vi. j. You may then browse and restore the missing files utilizing copy and paste to a separate location or the original location as required. VII. Procedure to restore specific s or to respond to a legal subpoena A. Authorized network users can retrieve their own deleted, old, or archived s using Archive Manager available on the user desktop or by using the following site: B. Supervisors requiring access to an employee s s must submit the

7 7 of 7 request to the IT Helpdesk. This request must be approved by the CIO, CEO or HR Director. The s created to complete the request can be copied to a PST file accessible on a desktop or CD/ROM. C. For a legal subpoena, a request to the Helpdesk must be made by either the CIO or the CEO. Either the MIS Director or the Network Manager is authorized to access Quest Archive Manager to fulfill the task. 1. Log on as a System Administrator 2. Create a Boolean search for requested content. 3. Create a PST file and restore s to CD/ROM and make a copy. 4. Provide original PST file to either the CIO or CEO. VIII. IX. Cross Reference/Research Note: Copyright Act of 1976; Foreign Corrupt Practices Act of 1977; Computer Fraud and Abuse Act of 1986; Computer Security Act of 1987; History of Revisions: Date created: February 2013 Date(s) revised: April 2014 X. Attachments/Forms: None