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Community IT Innovators - Smart Data Backups
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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Community IT Innovators - Smart Data Backups
- 1. Community IT InnovatorsWebinar Series Smart Data Backups Presenter: Matthew Eshleman March 21, 2013
- 2. Webinar Tips •Ask questions Post questions via chat f •Interact Respond to polls during webinar ff •Focus Avoid multitasking. You may just miss the best part of the presentation : )
- 3. About Community IT CommunityIT Innovators partners with nonprofits to help them solve their strategic & day-to-day IT challenges. Strategic Proactive approach so you can make IT decisions that support your mission and grow with you Collaborative Team of over 40 staff who empower you to make informed IT choices Invested We are committed to supporting your mission, and take care of your IT network as if it were our own Nonprofit focus Worked 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 •Tellingsome stories - Mismatch in expectations - The cloud ≠ backup - Lack of training •Developing a Backup Strategy •Our Approach
- 6. Poll – OrganizationSize Organization Staff Size -Under 5 staff -6-15 staff -16-40 staff -41-100 staff -Over 100 staff
- 7. Poll – DR/BCReadiness •Disaster Recovery/Business Continuity Readiness - No plan in place - Basic Plan - Extensive Plan - In Place & Tested
- 8. Disaster Recovery My organizationcan effectively recover from the loss of information.
- 9. Business Continuity My organizationcan effectively operate if our primary data system is unavailable
- 10. Business Continuity How longcan we be down?
- 11. Disaster Recovery How quicklycan we restore information & access?
- 12. Data Retention Howfar do we need to go back? Typical Retention - Email: 1 Year - Files: 7 Years - Financial Info: Forever
- 13. Disaster Recovery Concepts RecoveryPoint Objective (RPO) Point in time from which data can be restored “How much data can I lose?”
- 14. Disaster Recovery Concepts RecoveryTime Objective (RTO) Time required to recover the data “How long can my data be unavailable?”
- 15. Additional Concepts •Uptime Expectation ofaccess to data “The 5 9s”…available 99.999% of the time •Retention How much data is retained over time …and how frequently •Geo-redundancy
- 16. Business Continuity My organizationcan continue to function in the 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 longcould you be without Email? • 1 hour • 1 day • 4 days • 1 week
- 19. Mismatch in expectations Email system availability
- 20. Lessons Learned • Askthe BOARD • Really test the hypothesis
- 21. Backing Up theCloud? If you have Cloud Systems, are they backed up automatically? • Yes • No • Manually • I Don’t Know
- 22. The cloud ≠backup Recover data in Google Apps
- 23. Lessons Learned •Lots ofcloud service providers aren’t automatically backing up your data •Retention period may not meet your business requirements
- 24. Lack of training Migrationto a Managed Services Provider, but no training on remote access
- 25. Lessons Learned •A newsystem 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 BACKUPSTRATEGY
- 27. Assess your EnterpriseArchitecture Follow the chain: Function→ Platform →Hardware • Email • Files • Program Management • Accounting • Fundraising • Media • Messaging • WAN
- 28. Function Intranet Application IIS7 SQL Server Platform SERVER01 SERVER02 Hardware VSHOST01
- 29. Sample EA DR/BCMatrix Function System Size Backup RPO RTO Retention Method Server Site Failure Failure
- 30. Sample EA DR/BCMatrix Function System Size Backup RPO RTO Retention Method System Site Failure Failure Email Exchange 2 TB B2D 24 hrs 48 hrs 96 hrs 1 year Finance Sage 50 GB B2D 8hrs 24 hrs 72 hrs perpetuity Phone VOIP N/A Vendor – 99.9% 24 hrs 4hrs 8hrs Connectivity Fiber – N/A Redundant 0 hrs ISP, HA WAN, HA firewall firewall CRM Salesforc 10 GB Cloud Ally 24 hrs 24 hrs 24 hrs 3 years e Files File Server 1 TB Tape – 6 hrs 48 hrs 96 hrs 7 years NTBackup Web Convio 40 GB Vendor – 99.9% 8 hrs 8 hrs 24 hrs 1 year
- 31. Who makes thedecision? • 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 Understandyour 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.
- 34. Backups File Level Backups Enterprise Backup SaaS backups
- 35. Next Generation Backup Flexiblebackups Configurable retention Secure & encrypted Cloud Storage Warm spare Disaster Recovery Site
- 36. Trends •More services inthe cloud •More BYOD •Data sprawl •Digital Asset Management
- 37. Key Takeaways • Developyour 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.
- 39. Upcoming Webinar April 25:Best of NTEN Aha Moments from the Nonprofit Technology Conference Presenters: Johan Hammerstrom, COO Matthew Eshleman, CTO
- 40. Next Steps • Connectwith 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.