community it innovators - smart data backups

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

meshleman@communityit.com

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

• Email

• 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

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http://www.communityit.com

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