Backup procedures

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Backup procedures

  1. 1. Backup Documentation and Procedures Thane Brooker 6 February 2004. Revision: 39 For further help and information regarding this document telephone 0845 456 9889 or email support@8networks.co.uk
  2. 2. Backup Documentation and Procedures Page 2IntroductionThe information contained here has been compiled from various sources, notably HP, Imation andCertance. It is presented as a guide and not a policy document, and should be tailored for yourorganisation.Tape Drive HardwareYour server will be fitted with one of the following drives:8Gb Travan (4Gb uncompressed)20Gb Travan (10Gb uncompresses)24Gb DDS-3 (12Gb uncompressed)40Gb DDS-4 (20Gb uncompressed)Please note below the type of drive you have fitted, and the date it was purchased:Backup ResponsibilitiesYour server is programmed to automatically backup at a predetermined time. The backup process isfully automatic and all you need to do is insert the correct tape, check the verify email, and completethe backup logs.Please note below the person(s) that receive the verify logs and are responsible for changing tape andcompleting the backup log. Please also note the times and days that your backup is due to start: © Copyright Eight Networks Ltd. Revision 39. 6 February 2004.
  3. 3. Backup Documentation and Procedures Page 3Tape Drive MediaYou will require enough backup tapes for your chosen backup strategy (see below), plus 1 cleaningcartridge. You can use any reputable brand of tape, e.g. Imation, Sony, HP, which are widely availableat computer and office stores.The following table is a list of part numbers for Imation products:Tape Format Imation Part Number Part Description8Gb Travan 0-51122-12059-6 Travan NS8 Data Cartridge20Gb Travan 0-51122-12115-9 Travan NS20 Data CartridgeTravan Cleaning Cartridge (8Gb 0-51111-45377-3 Travan NS Dry Process Heador 20Gb) Cleaning Cartridge, provides 30 cleans24Gb DDS-3 0-51122-11737-4 DDS-3 (DDS-125) 4mm Data Cartridge40Gb DDS-4 0-51122-40963-9 DDS-4 (DDS-150) 4mm Data CartridgeDDS Cleaning Cartridge (24Gb 0-51111-45382-7 4mm Drive Head Cleaningor 40Gb) Cartridge, provides 30-50 cleansTape CareYou are responsible for the purchase and maintenance of your backup tapes and cleaning cartridges. • For the best protection, always remove the tape cartridge from the drive when not in use. Store tapes in their protective cases. Never remove a tape cartridge from the drive when the drive LED is illuminated or flashing, indicating the tape is moving. Wait for tape motion to stop, and the drive LED to turn off, before removing the cartridge from the drive. • For optimum reliability, tape media must be kept free from contamination. Do not expose tape cartridges to dirt, dust or moisture. Do not open the tape access door on the cartridge or touch the tape itself. • Do not expose cartridges to extreme temperature variations. Keep cartridges away from direct sunlight and heat sources such as radiators or warm air ducts. • Always allow a tape cartridge to acclimate to its surroundings before using. • Keep tape cartridges away from sources of electromagnetic fields, such as telephones, computer monitors, dictation equipment, mechanical or printing calculators, motors, and bulk erasers. • Avoid dropping a data cartridge, as this can misalign the internal components used to guide the tape. If a cartridge has been dropped it may be suitable for a single read use. It should be marked as such, and not used for further recordings, or should be discarded. • Tapes should be kept between 5 to 32˚C and between 20 to 60% relative humidity. © Copyright Eight Networks Ltd. Revision 39. 6 February 2004.
  4. 4. Backup Documentation and Procedures Page 4Tape Cleaning Procedure - TravanTravan drives should be cleaned once a week. We recommend the use of a dry cleaning cartridge forTravan tape drives. Unlike the wet cleaning process, this cartridge does not use any flammablesolvents. The cartridge removes debris from the recording gap in the read/write mechanism as thecleaning material passes across the head. 1. Insert the cleaning cartridge into the drive.The entire cleaning operation is controlled by the drive, and occurs when the LED on the front panel ofthe drive is flashing. The LED will turn off after about 8 seconds, indicating completion of the cleaningcycle.Note: The drive LED will remain illuminated if the cartridge has previously completed the maximumnumber of 30 cleaning cycles.Be sure to record the cleaning date on the cartridge label for reference, and to track the number ofcleaning cycles used.Discard spent cleaning cartridges. DO NOT attempt to reuse or rewind the cleaning cartridge.Tape Cleaning Procedure – DDSDDS drives should be cleaned once a week.To clean the heads: 1. Insert a Cleaning Cartridge. The drive automatically takes the cartridge and cleans the heads. 2. After about 30 seconds, the cartridge will be ejected. 3. Take the cartridge and write the date on it, so that you have a record of how many times the cartridge has been used. Cartridges can be used about 25 times before they reach the end of their useful life.Caution: If the cartridge is ejected after only about 14 seconds, the cartridge has reached the end ofits useful life, and no cleaning has occurred. If this happens, discard the cartridge and use a newone.Tape Life – TravanAvoid using a tape cartridge beyond its life expectancy as specified by the media manufacturer. As ageneral rule, you can expect about 2 years of service from a cartridge that is used once each week. © Copyright Eight Networks Ltd. Revision 39. 6 February 2004.
  5. 5. Backup Documentation and Procedures Page 5Tape Life - DDSAll DDS-certified media is electronically checked to withstand at least 2,000 passes. Under optimumenvironmental conditions (50% relative humidity, 22 degree Celcius), this is equivalent to about 100-150backup operations. This takes into account that an area of tape may have several passes during abackup, either because streaming cannot be maintained, or because the backup software packagerepeatedly accesses certain areas of tape. A conservative guide is to change tapes once per year.This will provide the best possible chance of data integrity.We would recommend replacing tapes after a maximum of two years.Backup StrategiesIt is necessary to tailor your backup strategy according to how frequently your data changes, and howfar back you may need to recover data. It is not just restoration due to hardware failures that you willneed to consider, but accidental deletions and changes that may have gone unnoticed for a period oftime.Example Backup Strategy 1Using this strategy it is possible to recover data as follows: Any day within the last week Any Monday within the last month First Monday of each month within the last 6 monthsIt requires the use of 15 tapes: 4 DAILY, 5 WEEKLY and 6 MONTHLY.Mark 4 tapes Tue to Fri. These are your DAILY tapes and are inserted on the correspondingevening. It is recommended these are stored in a fireproof safe on-site, but away from the server.Mark 5 tapes Week-1 to Week-5. These are your WEEKLY tapes and should be cycled eachMonday. WEEKLY tapes should be taken off-site the following day, and stored in a fireproof safe.Mark 12 tapes Monthly-1 to Monthly-6. These are you MONTHLY tapes and should be cycled onthe first Monday of each month. These should be stored off site, but in a different location to theWEEKLY tapes.For simplicity, a full backup of your data is recorded onto each tape, so tapes do not need to berestored in sequence.We would recommend carrying out a tape clean each Monday before inserting that night’s tape.In addition, before making significant changes to your data (e.g., before performing a major upgrade),we would recommend using a separate tape to those listed above. The tape should be clearly markedand stored safely away from the regular backup tapes, and the backup logs modified accordingly. © Copyright Eight Networks Ltd. Revision 39. 6 February 2004.
  6. 6. Backup Documentation and Procedures Page 6Example Backup Strategy 2Using this strategy it is possible to recover data as follows: Any day within the last two weeks Any Monday within the last month First Monday of each month within the last yearIt requires the use of 25 tapes: 8 DAILY, 5 WEEKLY and 12 MONTHLY.Mark 8 tapes Tue(1) to Fri(1) and Tue(2) to Fri(2). These are your DAILY tapes and are insertedon the corresponding evening. On the first week use tapes (1) and on the second week use tapes(2). It is recommended these are stored in a fireproof safe on-site, but away from the server.Mark 5 tapes Week-1 to Week-5. These are your WEEKLY tapes and should be cycled eachMonday. WEEKLY tapes should be taken off-site the following day, and stored in a fireproof safe.Mark 12 tapes Jan, Feb, Mar, etc.,. These are you MONTHLY tapes and should be used on the firstMonday of each month. These should be stored off site, but in a different location to the WEEKLYtapes.For simplicity, a full backup of your data is recorded onto each tape, so tapes do not need to berestored in sequence.We would recommend carrying out a tape clean each Monday before inserting that night’s tape.In addition, before making significant changes to your data (e.g., before performing a major upgrade),we would recommend using a separate tape to those listed above. The tape should be clearly markedand stored safely away from the regular backup tapes, and the backup logs modified accordingly.Sample Backup DocumentationIf is important to keep backup logs. This will help choose the correct tape to restore from, will helpidentify damaged tapes, and may be required by any governing body your organisation belongs to.Below is a sample backup document. © Copyright Eight Networks Ltd. Revision 39. 6 February 2004.
  7. 7. Backup Documentation and Procedures Page 7Backup Documentation for Springfield NuclearRequirementsWe will require data to be recovered from the following time periods:Any day within the last weekAny Monday within the last monthFirst Monday of each month within the last 6 monthsStrategyOur network is used Monday to Friday; therefore 5 backups will be performed each week, on Mondaynight to Friday night.We will use 4 DAILY, 5 WEEKLY and 6 MONTHLY tapes marked as follows:TuesdayWednesdayThursdayFridayWeekly 1Weekly 2Weekly 3Weekly 4Weekly 5Monthly 1Monthly 2Monthly 3Monthly 4Monthly 5Monthly 6On the first Monday of each month the next Monthly tape in sequence is to be inserted. On theremaining Mondays the next Weekly tape in sequence is to be inserted.The correct Daily tape is to be inserted on Tuesday to Friday.A full backup will be made to each tape so tapes do not need to be stored in sequence.CleaningWe will insert a cleaning cartridge each Monday before inserting the correct backup tape. The cleaningcartridge will be marked accordingly.Tape ReplacementA tape will be replaced after 100 uses, if it fails to verify more than three times, or if it is thought tohave been damaged (e.g. dropped).In this case the tape will be removed from the sequenced and archived for a period of 2 years. It willbe labelled accordingly. A new tape will be inserted into the sequence, and will be marked with thedate of first use. © Copyright Eight Networks Ltd. Revision 39. 6 February 2004.
  8. 8. Backup Documentation and Procedures Page 8Backup LogOur backup log will show the tape inserted, successful verify, and drive cleaning. Any remarks, e.g.tape replacements, will also be noted, along with the physical location of off-site tapes. Backup Logswill be archived for a period of 24 months in accordance with IAEA requirements.Backup ResponsibilitiesThe primary person responsible for maintaining the log and changing the tape is Waylon Smithers.The secondary person responsible is Homer Simpson.The log will be checked and signed at the end of each month by Monty Burns.ApprovalThe backup procedures have been reviewed and approved by Monty Burns on 25th December 2003. © Copyright Eight Networks Ltd. Revision 39. 6 February 2004.
  9. 9. Backup Documentation and Procedures Page 9January 2004 Backup Log – Springfield NuclearDate Tape Inserted Verify OK Drive Cleaned RemarksMon 5 Monthly 1 Yes Yes Taken to Smithers’Tue 6 Tuesday YesWed 7 Wednesday YesThr 8 Thursday NoFri 9 Friday YesMon 12 Weekly 1 Yes Yes Taken to Homer’sTue 13 Tuesday YesWed 14 Wednesday YesThr 15 Thursday No Spoke to Support, recommended to replace this tape. This tape marked faulty and stored in filing cabinet.Fri 16 Friday YesMon 19 Weekly 2 Yes Yes Taken to Homer’sTue 20 Tuesday YesWed 21 Tuesday Yes Homer Forgot to change tapeThr 22 Tuesday Yes Homer Forgot to change tapeFri 23 Friday YesMon 26 Weekly 3 Yes Yes Taken to Homer’sTue 27 Tuesday YesWed 28 Wednesday YesThr 29 Thursday YesFri 30 Friday YesChecked and Signed: Monty BurnsFebruary 2004 Backup Log – Springfield NuclearDate Tape Inserted Verify OK Drive Cleaned RemarksMon 2 Monthly 2 Yes Yes Taken to Smithers’Tue 3 Tuesday YesWed 4 Wednesday Yes © Copyright Eight Networks Ltd. Revision 39. 6 February 2004.

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