what’s your backup plan...base your backup strategy on your rankings • set slas based on rank...

WHAT’S YOUR BACKUP PLANTM

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from AvePoint, Inc.

Leading Provider of SharePoint Centric Solution

• Leading provider of SharePoint data backup, migration, archiving,

administration, replication, and disaster recovery solutions

• Managed Microsoft Gold ISV Partner (top 1% of 30,000 MSFT ISV partners)

• OEM relationships with IBM (TSM for SharePoint) and NetApp

(SnapManager for SharePoint)

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Largest Independent SharePoint Development Lab

• One of the largest SharePoint engineering and dev. teams with 200 developers

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Agenda

• Considerations for SharePoint Backup

• DocAve 5.0 ‐ Business Process Driven Protection

• Full‐Spectrum Data Protection

• Summary and Takeaways


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Backup Best Practices

• Site level is the easiest to manage

– Sites usually have specific uses (team, project, meeting, etc.)

– Rank can be determined at the time of site creation request

• Base rank on business importance

– High – Critical content

– Medium – most SharePoint content

– Low – Information also stored in other locations

• Periodically review ranking

– A project site may be important today, but what about when the project is complete?

– Look out for “everything is critical” users

– Compare usage versus importance for any site ranked as High

Develop a ranking system for SharePoint sites

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Base your backup strategy on your rankings

• Set SLAs based on rank

• Test restores at every level with whatever backup strategy you choose

• Consider building topology based on site criticality and ranking, but be warned that you will never get this right

• With default tools, all it takes is one critical site to make an entire content DB critical

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Backup Strategies Example

Ranking Example, Sales Department sites

High Medium Low

•Sales Leads and Customer Info•Contracts•Budget tracking

•Pricing Sheets•Sales Presentations•Marketing events and info•Competitor analysis•Daily and weekly reports

•Policy documents•Training documents•Team Bulletin Board•Pictures from events

How should we handle backups in this example?

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Backup Criteria To Consider

Full fidelity of original dataEnsure that all content remains associated with its preserved metadata and version histories. No jeopardizing of data integrity or falsification of records

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Granularity of backup and recoveryAbility to backup and recover only what is deemed necessary, rather than depending on full database backups

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3Flexibility of schedulingAbility to efficiently discriminate data – schedule according to business needs and frequency of content updates

4Full coverage of all SharePoint farm‐level componentsInsure all levels of your SharePoint components against unforeseen disasters and easily recover an entire farm

Presenter

Presentation Notes

This must be your number one requirement. In a collaborative environment, data only makes sense when all its associated metadata (last time of modification, original author, etc.) is fully preserved. So it is important that the restoration must ensure that it retains both the original data and the full metadata information. Understanding the Importance of Metadata With SharePoint 2007 it is easier than ever to pre-format the usage of associated metadata for specific types of documents with custom content types. These values are defined by typical business/site requirements and implemented by a SharePoint administrator to be distributed into a document library and site structure. �For example, if you implement a sales contract template, created content type can define the metadata for that contract, including the account number, quote number, sales manager’s name, workflows required to review and complete the contract, and policies that enforce auditing of actions related to the contract. From that point on, any document in your library to which you associate the Contract content type will include all of these features as metadata for each document and will enable authors to create new contracts based on the template. Many documents stored in SharePoint sites go through an intense document management cycle and may include many participants. Any actions taken on these documents generate and store metadata critical for business. Possible participants in any business document’s life cycle include the: Creator -> Editor -> Reviewer -> User. Each associated action will record date/time and name of the person editing the document along with version control and editing and approval history. Why preserving metadata is so important? Losing metadata unintentionally causes a falsification of records that not only leads to jeopardizing integrity of the business data, but also has legal consequences for the person responsible for backup and restoration procedures. It also creates major liability for executive management, especially for public companies, as defined by Sarbanes-Oxley Act of 2002. About Compliance for Public Companies according to Sarbanes-Oxley Act Related articles: SECTIONS 103 & 104: Accounting and auditing entities must retain all documents and data to audit reports of companies required to comply with SOX for a minimum of 7 years. (Auditing investigators usually demand all versions of documents to be available for their analysis.) SECTION 302, 404: Responsibility of attesting to the content, accuracy, and, most importantly, the authenticity of financial reports issued by the organization lays directly on the shoulders of executive management and the board of directors. An internal control report (statement) that acknowledges that management is responsible for maintaining an “adequate internal control structure” must be produced and attached to all yearly financial reports. It must also include an assessment by management of the control structure’s effectiveness. Compliance with the Act much depends on reports created from sensitive and accurate data. These reports must be generated from actual documents, including SharePoint documents, with strict access and security processes, and accompanied by an executive-authorized documentation to attest to the existence of and adherence to these standards.

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How should we handle backups in our example?

• No granularity on backup/restore, likely limited to daily backups

• Does not protect other SharePoint components

• Backups will be large, restore can be time consuming

• How well do DBA’s understand the business needs?

SQL Backup?

STSADM?• Can be used to cover High sites• Granularity of restore and metadata still an issue• You will still likely need a daily SQL backup to cover

the rest• Issues for sites above 5GB and customized sites

The right tools allow you to match backup strategy to business importance

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• Different backup plans for each levelHigh Medium Low

•Sales Leads•Contracts•Customer information•Budget tracking

•Pricing Sheets•Sales Presentations•Marketing events•Competitor analysis•Daily and weekly reports

•Policy documents•Training documents•Team Bulletin Board•Pictures from events

Plan 1 Plan 2 Plan 3Daily Full Weekly Full Monthly FullHourly Incremental Daily Incremental Weekly Incremental

Match backup strategy to business importance

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Business importance is only half the picture

• Some critical content may not be very active

• Some critical content may be very active and changing frequently, and should be covered with an aggressive schedule

• The same may be going on across all levels

• An active site of the same rank should be backed up more than a less active site of the same rank

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Use rankings and change frequency to build a criticality matrix

Change Frequency

HighMultiple times/day

Daily Backup WikisSupport FAQs/ReferencesDocument Libraries etc.

Hourly BackupOngoing projectsActive meeting sitesetc.

Hourly BackupSales leadsCustomer recordsetc.

MediumOnce/day to multiple times/week

Weekly BackupSupport User GuidesTraining MaterialsBlogs

Daily BackupTime SheetsPrice SheetsOther meeting sites etc.

Hourly Backup Financial reportsDaily sales reportsetc.

LowOnce/week or less

Weekly BackupHR employee guidesPersonal sitesVacation Policies etc.

Weekly Backup Marketing brochuresSales materialsPre‐sales literature etc.

Daily Backup Annual reportsMo. sales reportsBoard reports etc.

Low Medium High

Business Importance

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Backup Plans

Daily FullHourly

Incremental

Weekly FullDaily

Incremental

Weekly Full

Pool 1

Pool 2

Pool 3

SharePointEnvironment

Storage Pools

Use Backup Plans to manage storage

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Agenda






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DocAve 5.0, Classic Mode

Granularity of Backup

• Backup anything down to a single item

Flexibilityof Backup

• Settings• Storage location• Schedule/interval• Backup type

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DocAve, an integrated software suite

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DocAve 5.0 Global Settings

Control Panel

Data Management | Data Security, Retention, Storage

Control Services | Server & Agent Monitors

Reporting | Logging, Email notifications, MOM/SCOM integration

System Management | Accounts and Permissions

License Management | Online license and patch deployment

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DocAve 5.0, Can We Make It Even Better?

• How can you reduce time needed to build backup plans?

• How can you streamline (and eliminate) the periodic review process?

• How do you make sure new content is properly covered?

• What if you could automate the process?

– Set up the rules

– Let the software manage the operations

– Monitor it all via a single interface

This is an ideal strategy, but can we make it even more powerful?

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DocAve 5.0

Set the site importance, in SharePoint

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DocAve 5.0

Set the site importance, in DocAve

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DocAve 5.0, Business Intelligence Mode

Allows content to be backed up based on its

importance and activity level

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DocAve 5.0, Business Intelligence Mode

Not all data is created equal! Customize

backup matrix based on

deployment needs

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DocAve 5.0, Restoring Data

Point‐in‐time browsing for a more intuitive restore process

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Backup Strategies

• Search and Index databases

– How long does it take to index your environment?

– How long can you live without search?

• Custom Web parts

– How important are they to the functioning of your environment?

– How long will they take to reinstall and configure?

• Other SharePoint components

– IIS Settings

– Shared Services

– Configuration Databases

What else do you need to worry about?

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SharePoint Data Protection Ring

Real‐Time High AvailabilityFull Spectrum Backup and Recovery

Full Fidelity Backups of Core Data:‐ Site‐ Sub Site‐ List‐ Library‐ Item‐ Document‐ Document Version

Continuous Replication:‐ SQL Server ‐ Virtual Server ‐ Content Databases‐ Centric tree‐mode viewing‐ SQL Mirroring‐ Log ‐ Shipping

Full SharePoint Platform :‐ Farm configuration‐ Customized Web Parts‐ Site Definitions‐ Search Index‐ Files Systems‐ Job/App‐ SQL DB’s

Configuration Replication:‐ SSP ‐ SSO

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System Architecture Needs

• Front End Web Servers

– How will the user access the backup manager?

– What happens if the web server becomes in accessible?

• Job Servers

– How many servers will be responsible for running the backup job?

– Will backups still take place if the job server is lost?

• Media Agents

– How will users retrieve their data in the event of the loss of a Media Server?

– Will backups still take place if a media server is lost?

What are the single points of failure in a backup system?

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Distributed System Architecture

SharePoint Agent

SharePoint Agent

SharePoint Agent

SharePoint Agent

SharePoint Farms

Auditing Service

Media AgentMedia Agent Media Agent

Virtual Storage Devices

Web Service

Web Service

Web Service

Web Service

Front End Web Services

Job Service

Job Service

(Active)

(Standby)

Job Service Cluster

Media Agents

DocAve Manager DocAve SharePoint Agents

LocalCache

LocalCache

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Distributed System Architecture

• Front End Web Servers

– Multiple server agents allow for continuous access to Job Servers

• Job Servers

– Multiple job service agents run in high availability mode, switching to standby services in the event of a failure.

– No interruption of DocAve plans

• Media Agents

– Load balanced media agents accessing storage space

– Allows you to run multiple backup plans

What are the single points of failure in a backup system?

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Summary

Business Continuity

• All mission‐critical information is kept intact

• Folder structures, metadata, securities, etc. all retained with full fidelity

Business ProcessData Protection

• Proven, mature backup, disaster recovery framework

• Plan backup strategy according to business criticality

• Improve IT productivity

• Protect entire platform, sites, sub‐sites, or just content items

• Plan backup jobs according to business needs or organizational timetables

Flexible Deployment & Scheduling

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Questions?

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Direct: 800-661-6588 (US/Canada)201-793-1111 (International)

Email: [email protected]

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what’s your backup plan...base your backup strategy on your rankings • set slas based on rank...

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