SOCIAL SCIENCES DIVISION BACKUP/ RETRIEVAL PROCEDURE

Objective:
The purpose of this procedure is to safeguard all the important/working files and
databases at IRRI SSD/GIS Workstations and laptops. This is also vital to SSDs
Identified Risks !"#"$%%&$SSD' Loss of Researc !ata in compliance with IRRIs
(usiness )ontinuit* +anagement !()+'. To the event that a data was loss a ,uick
recover* plan is in place.
Sco"e a#! !e$i%itatio#
This procedure covers data backup and recovery of
-ll SSD Research database !doc. pdf. /ls. ppt. t/t. db. mdb etc.'
SSD applications data !S0SS. ST-T-'
+S 1utlook !pst'
1fficial media content2 recorded interviews. presentations. conferences. seminars.
important events in SSD.
o -udio !mp3. wav'
o 4ideo !mp". avi. mpeg. mov'
o 0ictures or scanned documents related to work !5peg. bmp.. pdf'
Not covered are data stored in
6S( 7lash drive
0artition Drive )2 !1perating S*stem'
8-S !ITS handles the backup/retrieval'
Source file capacit* is larger than backup storage capacit* !e/. 9%&Gb of file :
;&G( e/ternal drive'
Remote -ccess of backed$up data
8on$official data
Proce!&re
+a<orit* of SSD Workstations !=aptop/Desktop' where issued with an e/ternal >DD
with a )apacit* of "&Gb up to 9Terab*te. Identified SSD ?/ternal (ackup =ist./ls
'( Bac)&" Soft*are
a. 0roprietar* Software !Iomega. +a/tor. Seagate. -cronis'
b. )obian (ackup !open source'
+( Devices , ?/ternal >DD !6S(. eS-T-. firewire "&&' ranging from "&Gigab*te$"
Terrab*te of capacit*.
-( Ti%e of Bac)&" . 0referred time of backup is set !ai$/ and will start at '+ #oo#.
with this the user can check if there are an* errors with the backup Take note that a
user ma* also e/perience downtime during this process. It ma* a take a few hours
depending on the amount of backup files.
0( 1o!e of Bac)&" . &ser ca# !eci!e *ic bac)&" is i!ea$
a' 2&$$ bac)&"s( This is a complete set of all of the data *ou want to back up. @ouAll
want to keep a current backup of *our entire s*stem around. but *ou donAt need to
do these backups dail*. as most of *our files donAt change ever* da*. and full
backups are time$consuming.
b' Differe#tia$ bac)&"s( This is the set of an* files that have changed since the last
full backup. These backups take less time and space than a full backup but more
than an incremental backup.
c' I#cre%e#ta$ bac)&"s( This is the set of files that have changed since the
previous backup !whether it is a differential. incremental. or full backup'. These
backups take the least time and space. but. in the event of data loss. *ouAll need to
restore data from several backups !the last full backup. last differential. and all the
incremental backups since the last differential' and restore them in precisel* the
correct order. )onsumes more disk space and time
3( 2i$es #ee!e! to bac)&" . +ostl* files needed to backup are located on the
partitioned drive !data drive'. ITS alread* imposed a standard of deplo*ing units with
partitioned drive to which the user should allocate all the working documents.
e/change folder. research data in case of an 1.S. breakdown. recover* will be less
time consuming.
4( Effective Data Bac)&" a#! Recover/ . To make sure *ou have an effective data
backup and recover* s*stem. *ouAll need to plan in detail for disaster recover*.
0erform a comparison of source data to backup data using (e*ond compare.
Remove duplicate files !since backup is one wa* it is ideal to check the
1ld files !more than B *ears' can be transferred to a disc !)D/D4D/ (lue ra*
medium' and stored in a vault.
5( Preve#tive 1ai#te#a#ce ,?/ternal storage are prone to malfunction if mishandled.
It is important to perform preventive maintenance b*2
0erforming defragmentation
Disk clean$up
-void unplugging especiall* while read/write is in progress
6se the Csafel* remove deviceD when unplugging a device
When travelling !for mobile storage'
o 0lace device on a flat surface
o -void lifting the storage device especiall* when the disk is in its
spindle process. since >DDs are ver* fragile.
If temperature is getting high it is advisable to turn the device off
6( SSD NAS , ITS provided SSD a 8etwork -llocated Storage !8-S' with a
capacit* of 9 Terab*te accessible to IRRIs network onl*. )harges appl* per
megab*te. with that ITS also handles the backup and recover*. +anaging the
repositor* will be the responsibilit* of ITS and IT )oordinators of SSD. -ccess
level is administered b* D. Deleon and -. Rala.
- draft overview of the folders and re,uired access levels set in EEvirriadfsEssd
2o$!er Na%e P&r"ose User Access Ca"acit/
-rchive )oncluded SSD
0ro<ects.
Documents F
reports.
databases
Selected Staff 7ull unlimited
0eople Store of
essential files
per user
)an also
temporar*
storage for
sharing
purposes
SSD Staff 7ull !to users
folder'
=imited to
other folders
% G(
0ro<ect )ommon
storage of on$
going pro<ects
SSD Staff and
1ther 16
collaboration
Tea% Lea!er
$will have 7ull
access !to users
folder'
1e%bers G full
access to their
folder and
limited access
to other folders
unlimited
0ublic 7or public
consumption
SSD Staff and
1ther 16
=imited
1wner has full
unlimited
collaboration access to folder
Director* statistics usage can be monitored b* using WI8DIRST-T
application !please ask ITS for the installation of this IRRI Standard software'
7( O#$i#e 2i$e Stora8e . 1ther resources for consideration2 - trusted online/ cloud
storage with encr*ption accessible to SSD staff an*where around the globe. !e/.
gdrive and dropbo/'.
'9( Res"o#sibi$it/
ITS A!%i#istrator/ IT Coor!i#ators
Management G setting permissions. access. creation of folders !8-S'
Monitoring of backup Server devices. EEvirriadfsEssd
Provision G setting guidelines
Installation G approval of backup s*stem to be used
Configuration of (ackup and Recover* folders
E#!.User , It is the sole responsibilit* of the user to safeguard his/her data b*2
Monitoring of all backed-up files $ it is important that all SSD Staff are full*
aware of the effort to back up files to prevent data loss as much as possible.
and test to make sure that *our data backup method is meeting *our needs.
8-S is a repositor* of files esse#tia$ to SSDs work re,uired for sharing
internall* within IRRIs network onl* !e/. World Rice Statistics. Geo +aps
etc.'
o Scope of access G )ontent owner re,uest IT )oordinators with the
t*pe of level of permission granted for sharing to peers and colleagues.
4erification of backed$up filed on e/ternal drive.
+is$use of files2
o -void misplacement of data $ 6se cop* and delete for transferring of
files instead of dragging the folders. .
o -void duplication
?nd of contract staff should t&r#over their data to their respective superior.
Refer to IRRI ITS and SSD internal clearance forms.
Pre"are! b/: A""rove! b/:
De#er 1( De Leo# Dr( Sa%are#!& 1oa#t/
Specialist Database Coordination Division Head - SSD
Social Sciences Division Social Sciences Division
International Rice Research institute International Rice Research institute
Rev. %2
Date2 %/%H/%&9"