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Community IT Innovators - Smart Data Backups
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Community IT Innovators - Smart Data Backups

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Is your organization currently backing up data? If yes, how often is the data backed up? What is the process of recovering the data in case there is data loss? If you have data in the cloud, how is …

Is your organization currently backing up data? If yes, how often is the data backed up? What is the process of recovering the data in case there is data loss? If you have data in the cloud, how is that being backed up?

Data backups are essential for all organizations in case of a disaster, which don’t always come in the form of a flood or fire, but can result from old equipment or accidental deletion by a user.

Matthew Eshleman, Chief Technology Officer at Community IT Innovators, shared what goes into creating effective data backups, and how Community IT Innovators can help your organization create a smart backup strategy. He will also address the importance of knowing and understanding the Service Level Agreement (SLA) in order to develop an effective data backup and availability strategy.

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  • 1. Community IT Innovators Webinar Series Smart Data Backups Presenter: Matthew Eshleman March 21, 2013
  • 2. Webinar Tips•Ask questions Post questions via chatf•Interact Respond to polls during webinarff•Focus Avoid multitasking. You may just miss the best part of the presentation : )
  • 3. About Community ITCommunity IT Innovators partners with nonprofits to help them solvetheir strategic & day-to-day IT challenges.StrategicProactive approach so you can make IT decisions that support yourmission and grow with youCollaborativeTeam of over 40 staff who empower you to make informed ITchoicesInvestedWe are committed to supporting your mission, and take care ofyour IT network as if it were our ownNonprofit focusWorked with over 900 nonprofits since 1993
  • 4. About the Presenter Matthew Eshleman Chief Technology Officer Community IT Innovators meshleman@communityit.com 202-449-6711 @meshleman
  • 5. Agenda•Defining some terms•Telling some stories - Mismatch in expectations - The cloud ≠ backup - Lack of training•Developing a Backup Strategy•Our Approach
  • 6. Poll – Organization SizeOrganization Staff Size-Under 5 staff-6-15 staff-16-40 staff-41-100 staff-Over 100 staff
  • 7. Poll – DR/BC Readiness•Disaster Recovery/Business Continuity Readiness - No plan in place - Basic Plan - Extensive Plan - In Place & Tested
  • 8. Disaster RecoveryMy organization can effectively recover from the lossof information.
  • 9. Business ContinuityMy organization can effectively operate if ourprimary data system is unavailable
  • 10. Business ContinuityHow long can we be down?
  • 11. Disaster RecoveryHow quickly can we restore information & access?
  • 12. Data Retention How far do we need to go back?Typical Retention - Email: 1 Year - Files: 7 Years - Financial Info: Forever
  • 13. Disaster Recovery ConceptsRecovery Point Objective (RPO)Point in time from which data canbe restored“How much data can I lose?”
  • 14. Disaster Recovery ConceptsRecovery Time Objective (RTO)Time required to recover the data“How long can my data beunavailable?”
  • 15. Additional Concepts•UptimeExpectation of access to data“The 5 9s”…available 99.999% of the time•RetentionHow much data is retained over time…and how frequently•Geo-redundancy
  • 16. Business ContinuityMy organization can continue to function inthe event of a disaster…•Fire•Earthquake•Flood•Civil Unrest•Sabotage
  • 17. Business Continuity• Power outage• Internet outage• Carelessness• Hardware failure• Improper training• Etc…
  • 18. Poll: How long could you be without Email? • 1 hour • 1 day • 4 days • 1 week
  • 19. Mismatch in expectations Email system availability
  • 20. Lessons Learned• Ask the BOARD• Really test the hypothesis
  • 21. Backing Up the Cloud?If you have Cloud Systems, are they backedup automatically? • Yes • No • Manually • I Don’t Know
  • 22. The cloud ≠ backup Recover data in Google Apps
  • 23. Lessons Learned•Lots of cloud service providers aren’t automatically backing up your data•Retention period may not meet your business requirements
  • 24. Lack of trainingMigration to a Managed Services Provider,but no training on remote access
  • 25. Lessons Learned•A new system is great, but people need to know how to use it•Be sure to have you DR/BC plan in multiple places
  • 26. DEVELOP A BACKUP STRATEGY
  • 27. Assess your Enterprise ArchitectureFollow the chain:Function→ Platform →Hardware• Email• Files• Program Management• Accounting• Fundraising• Media• Messaging• WAN
  • 28. Function IntranetApplication IIS7 SQL Server Platform SERVER01 SERVER02Hardware VSHOST01
  • 29. Sample EA DR/BC MatrixFunction System Size Backup RPO RTO Retention Method Server Site Failure Failure
  • 30. Sample EA DR/BC MatrixFunction System Size Backup RPO RTO Retention Method System Site Failure FailureEmail Exchange 2 TB B2D 24 hrs 48 hrs 96 hrs 1 yearFinance Sage 50 GB B2D 8hrs 24 hrs 72 hrs perpetuityPhone VOIP N/A Vendor – 99.9% 24 hrs 4hrs 8hrsConnectivity Fiber – N/A Redundant 0 hrs ISP, HA WAN, HA firewall firewallCRM Salesforc 10 GB Cloud Ally 24 hrs 24 hrs 24 hrs 3 years eFiles File Server 1 TB Tape – 6 hrs 48 hrs 96 hrs 7 years NTBackupWeb Convio 40 GB Vendor – 99.9% 8 hrs 8 hrs 24 hrs 1 year
  • 31. Who makes the decision?• It is a business decision, fundamentally• IT staff can outline the cost/benefit analysis of various technical solutions• Business data owners need to decide requirements and budget for cost• Executive involvement is REQUIRED• Board involvement too, especially for business continuity
  • 32. Backup/DR checklist Understand your data and where it lives Have a conversation about your organization’s requirements Document & map out your backup plan Communicate and train staff Test your plan & incorporate lessons learned
  • 33. OUR APPROACH
  • 34. BackupsFile Level Backups Enterprise Backup SaaS backups
  • 35. Next Generation BackupFlexible backupsConfigurable retentionSecure & encrypted Cloud StorageWarm spare Disaster Recovery Site
  • 36. Trends•More services in the cloud•More BYOD•Data sprawl•Digital Asset Management
  • 37. Key Takeaways• Develop your Enterprise Architecture• Understand your Recovery Point and Recovery Time Objectives (RPO & RTO)• Out of sight ≠ out of mind –http://support.google.com/docs/bin/answer.py?hl =en&answer=1704883• You’re only as good as your last restore
  • 38. Q&A?
  • 39. Upcoming WebinarApril 25: Best of NTENAha Moments from the Nonprofit TechnologyConferencePresenters:Johan Hammerstrom, COOMatthew Eshleman, CTO
  • 40. Next Steps• Connect with us Twitter, Google+, Linkedin and Facebook http://www.communityit.com• Provide feedback Short survey after you exit the webinar. Be sure to include any questions that were not answered.• Missed anything? Link to slides & recording will be emailed to you.