Backup System

Business Objectives for the Backup

1. To keep a working copy of the most recent required data in a perfectly
usable state.
2. To keep working copies of historic (old), required data in a perfectly usable
state.
Required means that there must be a common and clear agreement to what is the data ?
Perfectly usable will lead to questions such as how we will validate the data and how to
protect the data against theft (which media to use, where to keep the data)
When we come to the subject of data backup we should ask 4 questions:
1.
2.
3.
4.

What is the data and where is it?

How the data will be backed up?
How long to keep the data (retention period)
What are the reviews to do to insure that overall backup strategy is
fulfilled?

1. What we will backup and where is it:

There is an excel sheet which tabulates these information: Data Sheet List
Generally speaking the list should contain the following non exhaustive types of
data
- SQL Server Databases
- Users data
- Mail
- Tailored Software

2. How the data will be backed up?

Rotation Scheme (Medium Security):
This is an average media rotation system, which provides good protection while
requiring only a moderate number of media sets.
Here are the particulars of this system:

Backup Device and Media: DAT Tape Drive

Backup Type: Full Backup

Media Set Groupings:

1. The system uses 3 different groups of media sets (daily-weeklymonthly).
2. The number of media for daily backups is 4, labeled "Mon, Tue,
Wed", Thu".
3. Then we have 4 weekly media sets, labeled "Sun1", "Sun 2 ", "Sun
3" and Sun4.
4. Finally there are 3 monthly media sets, labeled Sun4-M1, Sun4M2, Sun4-M3.
5. The total number of media is 10 Medias.

Media Storage:
All backup media sets are stored in a locked safe, outside the server
building. One of the monthly sets is stored off-site. For the data of the
Nasr office, the off-site will be the factory at Oct City and for the data of
the factory, the off-site will the Nasr office.

This system provides a good balance of safety, convenience and cost.

3. How long to keep the data (Retention period)

Ideally, the business requirement in the Company would be to keep data for 3
months.
Retention Period: 3 months

4. Reviews Procedures
4.1 Data Sheet List Review (DSLR)
Description: A review of the sheet list of data to be backed up.
Who: Prepared by IT manager, System Admin, Backup operator
When: Monthly
Output: Data Sheet List Review (DSLR)

4.2 Actual Backup versus Sheet List Review (ABvDSLR)

Description:
The review should ensure the following
1- The backup comprises all the data listed in the "Data Sheet list ". This is
done by observing the content of the actual backup and checking against
the list of data to be backed up.
2- Backup data is not corrupted and can be restored. This is done by
restoring the data from a random media and check that some random data
is not corrupted or infected with viruses.
Who: Backup operator & Network Admin.
When: Monthly
Output: Actual Backup versus Sheet List Review (ABvDSLR)
Note: Every quarter the system administrator revises one of the three reports of
the current quarter

4.3 Daily Backup Report Review (DBRR)

Description:
- The daily backup feedback report should contain the following information:
1- Number of backed up files
2- List of skipped files
3- Total size of backed up files
4- Time duration of backup process
-

The daily backup feedback report should ensure the following:

1. The backup is successful or not.
2. All files had been backed up or there are skipped files.

The daily backup feedback report could be printed from the backup
software and/or the windows log. It should be printed every day as a proof
of the daily backup operation.
Who: Backup operator
When: Daily
Output: Daily backup log report
Process:
1- The backup operator will print the DBR
-

2- He will compare the list of backed up files of DBR

with the DSL to ensure all data has been backed up
3- He will get the physical size of backup file and
compare with the size of previous day backup and
write it down on the DBR

4.4 Daily Data Backup Supervision Report

This sheet will summarize the results of the daily backup during a complete
month. This report is reviewed and some of the days are checked randomly and
signed by the system administrator.

Sheet list of
data to be
backed.

What we
wish
to backup
?

(DSL)

Electronic list of
data to be backed up
in the Backup
Program

Sheet List Review

Daily Backup Report

Monthly reviewed

Daily reviewed

Signed by all IT
members

Done by BCK op.

Revised by SysAdmin

Actual Backup Vs
Sheet List Review
Monthly reviewed
Done by BCK op.
Revised by SysAdmin

Actual Backup
of the
Data!

The sheets and reports associated with this paper are

1.
2.
3.
4.
5.

Data Sheet List and DSL Review ok

Actual Backup Vs DSL Review ok
Daily Backup Report
Daily Backup supervision report ok
Weekly and monthly media rotation sheet for the whole year ok

Issues Lists
1.
2.
3.
4.
5.

Data to be backed up
Retention Period
Backup device and media
Backup Software
Daily Backup report

Proof of
success of
backup

Backup
contains all
important data
Backup is
tested via
restore

Frequency
of Backup
Retention
period

Safeguard of
backup away from
servers.
Proper handling of
backup safeguarding
(excess motion,
secured, dust, heat)
Frequency of
offsite backup