Documente Academic
Documente Profesional
Documente Cultură
Revised 8/21/01
Table of Contents.
1.0 Background...................................................................................................................Page 3
2.0 Scope and Applicability................................................................................................Page 3
3.0 Tape Backup Process....................................................................................................Page 3
3.1 Backup Schedule...........................................................................................................Page 3
3.2 Restores..........................................................................................................................Page 3
3.3 Contents Verification....................................................................................................Page 3
3.4 Tape Labeling................................................................................................................Page 4
4.0 Tape Storage Rotation and Recycling.........................................................................Page 4
4.1 On-site 7 Day Storage...................................................................................................Page 4
4.2 Local-Off-Site Storage..................................................................................................Page 4
4.3 Tape Recycling..............................................................................................................Page 4
4.4 Exceptions, Tapes requested to be retained longer than 30 days.............................Page 4
4.5 Implementation of the Tape Rotation System............................................................Page 5
4.6 Estimated Media Use....................................................................................................Page 5
4.7 Adjustment to the Backup tape Procedures...............................................................Page 5
5.0 Contacts..........................................................................................................................Page 5
Appendix A..........................................................................................................................Page 6
Appendix B..........................................................................................................................Page 9
Appendix C..........................................................................................................................Page 10
Appendix D..........................................................................................................................Page 11
Appendix E..........................................................................................................................Page 12
Examples..............................................................................................................................Page 13
Revised 8/21/01
EPA Headquarters and Desktop Services Division (HDSD)
Backup, Restoration and Tape Retention Procedure
1.0 Background
The Headquarters Desktop and Services Division, Headquarters Operation Branch (HOB), Backup team perform
tape backups, restoration cataloging and storage for EPA Headquarters data and e-mail file servers. The team
utilizes a specific software, (see Appendix C.) on backup systems to perform this task. All Backup team members
are required to have appropriate security clearances, including NACI and CBI.
Revised 8/21/01
3.4 Tape Labeling
Once backup tapes sets are completed they are removed from the tape changer and labeled on the outside of the
tape. Each label contains the following information:
A. Date the tape was removed.
B. Physical location that the tape was created at (E.g.: WIC, Fairchild, Judiciary Square)
C. Type of server it was created on. (E.g.: NetWare NW or NT)
D. Physical name of the server (E.g.: DCCDMO1, DCCDM02)
E. Type of backup (Full or Incremental)
F. System generated Serial Number: (E.g.: 100047)
G. System generated ID number: (E.g.: I A1367)
H. System generated Sequence Number: (E.g.: 2)
Sample Label: 4-22-99 WICNWDCCDM02Full 100047 IA1367 2
Revised 8/21/01
4.5 Implementation of the Tape Rotation System
In order to ensure consistency and quality control, one person will be assigned to perform the daily rotation task.
Appendix D provides the initial scheduling of the activity.
Additionally a Daily Quality Assurance checklist will be created that will document the necessary procedures to
follow and will be signed by the same person to ensure that the proper procedures are followed and to create an
audit trail.
This process will be implemented in a phased approach to work out any of the inefficiencies found in the daily
procedure. The first phase will include the offices located at the Federal Triangle. The first phase will last one full
cycle (five weeks). Thereafter, additional locations will be added.
4.6 Estimated Media use over one full cycle
During the course of the five week cycle, approximately 2,280 tapes will be recycled. Appendix E provides a
detailed breakdown of the quantity of tapes used by location and media type. The estimated effort required to
recycle the tapes is approximately 200 hours.
4.7 Adjustment to the Backup Tape Procedures.
This document is subject to a 6 month review for refinements to the overall process.
5.0 Contacts
Headquarters Operations Branch Staff
Alfred Gallegos, Task Order Project Officer (TOPO) 202-260-0129
Mike Caltabiano, Federal Expert Team Member 202-260-7934
Contract Off-Site Storage vendor:
ARCUS DATA SECURITY
Corporate Headquarters
2741A Prosperity Ave.
Fairfax, Virginia 22031
Office: 703-849-8360
Fax: 703-849-8385
Contract/Account 9: M3360
Contact person: Donna Sanders
Appendix A
http://www.epa.gov/records/policy/schedule/sched/161.htm
National Records Management Program
EPA SERIES NO. 161
U.S. EPA RECORDS SCHEDULE
SERIES TITLE: System Backups
PROGRAM: All Programs
EPA SERIES NO: 161
AGENCY FILE CODE: INFO 161
NARA DISPOSAL AUTHORITY: N1-412-96-1/3
APPLICABILITY: Agency-wide
IDENTIFYING INFORMATION:
DESCRIPTION: Consists of electronic backup copies of software and data stored
on direct access storage devices in a computer system. They are used to
recreate a system or its data in case of unintentional loss from on-line
storage. They are mirror images of storage disks on which data and documents
may be scattered randomly as they are on the disks themselves. Includes:
a. System backups for the National Technology Services Division, and
b. System backups for LANs and mail servers.
Security backups are scheduled separately.
ARRANGEMENT:
TYPE OF RECORDS:
Data files
MEDIUM:
Electronic
SPECIFIC RESTRICTIONS:
VITAL RECORD:
No
FUNCTIONS SUPPORTED:
Program management
SPECIFIC LEGAL REQUIREMENTS:
None
6
Appendix A cont.
DISPOSITION INFORMATION:
FINAL DISPOSITION:
TRANSFER TO FRC PERMITTED:
Disposable
No
FILE BREAK INSTRUCTIONS: See disposition instructions.
DISPOSITION INSTRUCTIONS:
a. Delete after 90 days or when third backup cycle is completed, whichever is
earlier.
b. Delete after 30 days or when third backup cycle is completed, whichever is
earlier.
APPLICATION GUIDANCE:
REASONS FOR DISPOSITION: System backups are used to recreate a system or its
data in the case of unintentional loss from on-line storage and are not
records.
AGENCY-WIDE GUIDANCE: This item applies only to electronic backup copies of
software and data stored on direct access storage devices in a computer system
used to recreate a system or its data in case of unintentional loss.
Electronic backup copies which are identical in format to existing master
copies and data bases are scheduled as EPA 177 - Security Backups of Files.
Security backups must be made for records which are scheduled as permanent and
are to be transferred to the National Archives. Until the information is
taken off line for transfer, the system backup may serve as the security
backup.
Electronic copies consisting of data copied from master copies and data bases
and written with varying technical specifications are scheduled as EPA 176 Technical Reformat Files.
Specific schedules have been developed for many Agency schedules. Check to
see if your system is listed in the index to these schedules. In other cases,
systems are included as parts of general system schedules, such as EPA 063 Electronic Models and Expert Systems.
Appendix A cont.
Name:
Mail Code:
Inclusive Dates:
Volume on Hand (Feet):
Annual Accumulation:
(feet or inches)
CONTACT POINT:
Telephone:
Office:
Room:
CONTROL INFORMATION:
RELATED ITEMS: EPA 160, EPA 170, EPA 171, EPA 172, EPA 173, EPA 174, EPA 175,
EPA 176, EPA 177, EPA 179
PREVIOUSLY APPROVED BY
NARA SCHEDULE NOS:
________________________________________________________
Approval
Approval
Entry
Last
Date EPA
Date NARA Date
Modified
4/28/95
1/20/99
11/21/94
5/16/00
Revised 4/18/01
Appendix B:
Ariel Rios
Safe
Ariel Rios
Ronald Reagan
ICC
Ronald
Reagan Safe
Customs
Safe
ICC
Safe
WSM
Safe
633 3rd St
Safe
Crystal Mall
Safe
X
X
X
Customs
Fairchild
633 3rd St
Crystal Station
Crystal Mall
WSM
Revised 8/21/01
Appendix C:
10
Revised 8/21/01
Appendix D:
Daily Tape Backup Rotation Example
Location
Arrival Time
Departure Time
WIC
8:00 AM
8:20 AM
Federal Triangle
8:30 AM
N/A
8:40 AM
9:30 AM
Secure Tapes
9:40 AM
10:15 AM
Secure Tapes
10:25 AM
11:15 AM
Secure Tapes
N/A
11:30 AM
West Tower
11:40 AM
N/A
East Tower
N/A
11:45 AM
Fairchild
11:52 AM
12:30 PM
Federal Triangle
12:45 PM
12:51 PM
Judiciary Square
12:58 PM
N/A
1:08 PM
1:45 PM
Judiciary Square
N/A
2:00 PM
Federal Triangle
2:08 PM
2:05 PM
West Tower
2:15 PM
2:25 PM
Crystal Station
2:40 PM
N/A
2:50 PM
3:20 PM
Crystal Station
N/A
3:35 PM
Waterside Mall
4:05 PM
5:30 PM
Federal Triangle
Action
Collect Tapes *
Secure Tapes
Collect Tapes *
Secure Tapes
11
Revised 8/21/01
Appendix E
The following table provides the estimated media use for the full 5 week cycle based on the current data storage
requirements
DLT III
DLT IV
AIT
Daily
Weekly
Daily
Weekly
Daily
Weekly
N/A
N/A
24
42
18
24
36
N/A
N/A
N/A
N/A
48
Fairchild
24
N/A
N/A
N/A
N/A
12
30
N/A
N/A
Crystal Station
18
N/A
N/A
N/A
N/A
Waterside Mall
13
78
30
12
72
25
150
19
108
33
198
Ariel Rios
Ronald Reagan
ICC
Crystal Mall
Customs
Totals
Five week estimate
750
540
12
990
Revised 8/21/01
Example Backup Tape Cycle
None.
None.
None.
13
Revised 8/21/01
Backup Tape Cycle
14
15