Community Care servers will be backed up on a daily basis and will be
appended to the current tape. In the case of sites with tape libraries,
separate tapes may be used for each job. Incremental or differential backups
will be performed on a daily basis for jobs not requiring a full daily backup. The
backup schedule will be maintained in the
organization's Microsoft Exchange Public Folders under All Public
Folders\Agency Wide Public Folders\Information Systems\Information Systems
Daily backups will be
performed Wednesday through Monday.
Weekly backups will be
performed on the second through last Tuesdays and taken offsite on Wednesdays. Three
weeks worth of weekly backups will be kept offsite at all times, with the
needed weekly tapes coming onsite no sooner than Monday preceding its use.
Monthly backups will be
performed on the first Tuesday of the month and will be kept offsite for a
period of 1 year. Monthly tapes will be reused on an annual basis.
Special backups will be performed upon request. These are usually, but not limited
to financial data.
All backup jobs,
tapes and procedures are, primarily, the responsibility of the Network
Administrator. If the Network Administrator is not available to load/change
tapes or recycle offsite tapes, then an administrative designee will perform
this function on an as-needed basis. The Network Administrator or
Administrative Services Manager will notify the designee in the event they are
jobs should be set to overwrite the media, not append, if appropriate.
proper tapes (including weekly and/or monthly tapes) are loaded on a daily
basis. Magazine capacity permitting, have all daily and current weekly or
monthly tape(s) loaded.
Tapes will be taken offsite by the Network Administrator or
Administrative designee and stored in a safety deposit box at Peoples Heritage
Bank, located at 1067 Union St, Bangor, Maine. The key to the safety deposit
box is kept in a designated, locked filing cabinet in the Administration area. The
Administrative Services Manager, Network Administrator and at least one other
member of the Community Care administrative team will have access to the box.
Special backups will be so marked and stored for the time
period specified by the requestor.
Tape rotation will be performed using the
Grandfather-Father-Son (GFS) rotation algorithm. This scheme will perform
backups every day, with cycled weekly and monthly backups to ensure an adequate
period of protection
Network Administrator will ensure that the correct tape is in
the drive for each backup. Tapes must be changed daily if a single drive is in
use or have as many of the daily/weekly tapes loaded in magazines if an
autoloader or tape library is being used.
Each Wednesday, the appropriate daily/weekly/monthly tapes
should be sent offsite. Each Monday the upcoming daily/weekly/monthly tapes
Special backups shall not enter into the tape rotation cycle.
Tapes will be labeled in a uniform manner, using the
The tapes will be labeled for each day of the week, i.e.
Daily01, Daily 02�.., etc. The Tuesday tapes will be labeled Weekly01,
Weekly02��., etc. Monthly tapes will be labeled Month01, etc.
Daily tapes will have a 3 week retention period. This
will prevent them from being overwritten by accident during the week. Weekly
tapes will have a retention period of 3 weeks and monthly tapes will be
retained for 11 months. This will ensure that each tape can be used once the
cycle comes around again.
A list of all backed up files will be maintained in the organization's Microsoft Exchange Public Folders
under All Public Folders\Agency Wide Public Folders\Information
Systems\Information Systems Administrator Notes. It will be audited monthly by
the Administrative Services Manager.
critical data files on all Community Care servers will be backed up daily using
Open File Option. System States on Windows 2000 servers will be backed up
weekly. Non-critical data files will be backed up weekly.
Acceptable exclusions include: system page files (or other virtual
memory files), exchange database files (such files must be backed up in a
different job, using Exchange Agent), other database files, such as SQL,
Oracle, etc (such files must be backed up in a different job, using appropriate
database agent). Additional files can be added to this list at the discretion
of the Administrative Services Manager, Network Administrator and the Corporate
Exchange and other databases will be backed up using the appropriate
Backup Exec Agent for online backups of the particular application.
The Network Administrator will perform data integrity checks
on a periodic basis. This will be accomplished by performing redirected
restores of random data to an area on a local server. These restores will be
performed on a quarterly basis, during the first month of the quarter. Source
media for these restores can be any media used within the previous quarter and
should include data from at least one monthly tape. Tapes may need to be
brought back onsite for the purpose of this procedure.
Data integrity checks of Exchange data will happen once a
year during the first quarter of the year. These checks can happen at the
Administrative Services Manager discretion, based on work load. The check will
consist of a complete restore of an Exchange server (contingent on available