community it innovators - smart data backups
DESCRIPTION
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.TRANSCRIPT
Smart Data Backups
March 21, 2013
Community IT Innovators Webinar Series
Presenter:
Matthew Eshleman
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About Community IT Community IT 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
About the Presenter
Matthew Eshleman
Chief Technology Officer
Community IT Innovators
202-449-6711
@meshleman
Agenda
•Defining some terms
•Telling some stories
- Mismatch in expectations
- The cloud ≠ backup
- Lack of training
•Developing a Backup Strategy
•Our Approach
Poll – Organization Size
Organization Staff Size
-Under 5 staff
-6-15 staff
-16-40 staff
-41-100 staff
-Over 100 staff
Poll – DR/BC Readiness
•Disaster Recovery/Business Continuity
Readiness
- No plan in place
- Basic Plan
- Extensive Plan
- In Place & Tested
Disaster Recovery
My organization can effectively recover from the loss
of information.
Business Continuity
My organization can effectively operate if our
primary data system is unavailable
Business Continuity
How long can we be down?
Disaster Recovery
How quickly can we restore
information & access?
Data Retention
How far do we need to go back?
Typical Retention
- Email: 1 Year
- Files: 7 Years
- Financial Info: Forever
Disaster Recovery Concepts
Recovery Point Objective (RPO)
Point in time from which data can
be restored
“How much data can I lose?”
Disaster Recovery Concepts
Recovery Time Objective (RTO)
Time required to recover the data
“How long can my data be
unavailable?”
Additional Concepts
•Uptime Expectation of access to data
“The 5 9s”…available 99.999% of the time
•Retention How much data is retained over time
…and how frequently
•Geo-redundancy
Business Continuity
My organization can continue to function in
the event of a disaster…
•Fire
•Earthquake
•Flood
•Civil Unrest
•Sabotage
Business Continuity
• Power outage
• Internet outage
• Carelessness
• Hardware failure
• Improper training
• Etc…
Poll: How long could you be without Email?
• 1 hour
• 1 day
• 4 days
• 1 week
Mismatch in expectations
Email system availability
Lessons Learned
• Ask the BOARD
• Really test the hypothesis
Backing Up the Cloud?
If you have Cloud Systems, are they backed
up automatically?
• Yes
• No
• Manually
• I Don’t Know
The cloud ≠ backup
Recover data in Google Apps
Lessons Learned
•Lots of cloud service providers aren’t
automatically backing up your data
•Retention period may not meet your
business requirements
Lack of training
Migration to a Managed Services Provider,
but no training on remote access
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
DEVELOP A BACKUP STRATEGY
Assess your Enterprise Architecture
Follow the chain:
Function→ Platform →Hardware
• Files
• Program Management
• Accounting
• Fundraising
• Media
• Messaging
• WAN
Hardware
Platform
Application
Function Intranet
IIS7
SERVER01
VSHOST01
SQL Server
SERVER02
Function System Size Backup Method
RPO RTO Retention
Server Failure
Site Failure
Sample EA DR/BC Matrix
Function System Size Backup Method
RPO RTO Retention
System Failure
Site 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 – ISP, HA firewall
N/A Redundant WAN, HA firewall
0 hrs
CRM Salesforce
10 GB Cloud Ally 24 hrs 24 hrs 24 hrs 3 years
Files File Server 1 TB Tape – NTBackup
6 hrs 48 hrs 96 hrs 7 years
Web Convio 40 GB Vendor – 99.9% 8 hrs 8 hrs 24 hrs 1 year
Sample EA DR/BC Matrix
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
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
OUR APPROACH
Backups
File Level Backups SaaS backups Enterprise Backup
Next Generation Backup
Flexible backups
Configurable retention
Secure & encrypted Cloud Storage
Warm spare Disaster Recovery Site
Trends
•More services in the cloud
•More BYOD
•Data sprawl
•Digital Asset Management
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
Q&A?
Upcoming Webinar
April 25: Best of NTEN Aha Moments from the Nonprofit Technology
Conference
Presenters: Johan Hammerstrom, COO
Matthew Eshleman, CTO
Next Steps
• Connect with us
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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.