Guidance on prudent backup procedures

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First, check ALL your backups EVERY DAY. Failure to confirm your backups risks losing all your data. Don't take that gamble! Assign this task to multiple staff to increase the chance that it actually gets done, so that if an error arises it will be found out and can be dealt with it. While Goodin Associates can assist as needed with client data backup issues, the responsibility for checking and maintaining iSeries and Imaging local and online backups falls to the client.

The following guidance applies to your local (on-location) backup practices.

BASIC BACKUPS

When you first purchase a new iSeries/AS400 or PC JIMS Imaging system through Goodin Associates, our practice, unless instructed otherwise, is to set you up with (2) local (on-location) backup systems,  one for the iSeries and another for Imaging. 

New tape backup systems typically include (1) tape drive cleaning cartridge, (5) daily backup tapes, basic instructions for daily tape rotation, and procedures for checking that the tape backups are working. Instructions may include running the tape drive cleaning cartridge monthly, or as needed. The recommended tape rotation procedure would include taking the most recent successful backup tape to a SECURE off site location. This point is two-fold: First, if a disaster were to befall your office, you could find yourself without a system and without a backup. Second, each of your backup tapes contains a copy of your data. Therefore, you should maintain all your backups in SECURE locations, especially when taking them off site.

Hard drive backup systems typically include a large SSD and procedures for checking that the hard drive backups are working. These drives come with new iSeries systems: they cannot be added to older AS400s. Our guidance on hard drive backups differs from that on tape backups insofar as clients keep the same hard drive in place until that hard drive is full. Depending on your amount of iSeries data, each drive can store a year's worth of daily iSeries backups. You still need to do a daily check that the backups are working, but GAL will monitor hard drive capacity and follow up with you as needed. When a hardrive becomes full, we clear it to enable the recording of daily backups to begin anew.

While our approach to basic backups provides a fairly reasonable level of data protection, the advent of newer processes and technologies offers you more options for even greater data security.

ENHANCED BACKUPS

Reasons to ENHANCE your backup regimen

Recommend #1: If you're using tape backups, get additional tapes and take backups out-of-rotation

If your practice is limited to rotating (5) daily backup tapes, what will you do if you discover corrupt or deleted data two weeks after the fact? We recommend the following:

Recommend #2: Use the GAL Online Backup Services for the iSeries/AS400 and PC JIMS Imaging

These services offer a layer of data protection in addition to your tape or hard drive backup regimen. They are modestly priced, and require almost no effort on your part.

While offering great data protection as well as other advantages, online backups are NOT a replacement for local (on-location) backups. Local backups continue to play a very important role in protecting your data. For instance, while the GAL iSeries/AS400 Online Backup includes versioned backups, the GAL Imaging Online Backup Service behaves differently. Its advantages, such as near-real-time coverage rather than once a day, are accomplished by continuously mirroring your Imaging document files. Deleted documents are not mirrored, so we can help you restore something you accidentally delete. But all other changes, including modification or corruption of a file, will also exist in the backup copy. On such occasions, access to an older copy/backup of your image files, as could be obtained from an out-of-rotation backup would be required.

For more information, please contact Goodin Associates, Ltd. Ask for Kurt Facco.