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If you are short any of the resources mentioned earlier, chances are good that you ll need to get more help. Fortunately, there are many organizations that specialize in providing this type of help. For example, if you need assistance in developing best practices for implementing your data protection plan, you can hire a consultant to evaluate your current environment and make recommendations. Or, if you just need people to handle the day-to-day operations of maintaining backup media, you can hire contractors. Earlier, we also mentioned the availability of Internet backups. These organizations are now responsible for all of the tedious work managing media, scalability, and uptime. When used properly, outsourcing can help a business focus on what it does best and leave other jobs to the experts. However, in the short term, outsourcing fees might seem very high. Nevertheless, with third parties as ever-present options, not having enough time is not a good excuse for not protecting information. In such a case, more time and personnel resources may be required, or the standards and requirements for data protection must be lowered (and documented).
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It is important to have an organized cataloging system for specifying the information stored on tapes. Be sure to keep log files regarding backup failures or any files that are not backed up. Cataloging and organizing backup media may seem fairly simple at first, but there are many reasons to come up with a good system initially. First, if only a date is used on backup tapes, you may be unsure whether the media contains full backups or only incremental backups. Also, to perform a restoration, you ll need to find all necessary tapes. If a set of tape numbers is used, the contents must be described in detail elsewhere. Here is an example of a tape-labeling scheme:
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A good cataloging system will do the following: w s Allow for tapes to be reused (if this is in accordance with the backup policy). Specify whether tapes will be stored offsite.
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Developing the Data Protection Plan
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Describe the type of backup (full, incremental, differential, or copy). Clearly indicate the contents of all backup media.
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Alternatively, you may choose to use a sequential logging scheme, where all tapes are numbered (or are otherwise uniquely identified) and a separate log is kept describing their contents. Either way, it s important that you keep operations organized. Regular testing of your backup and restoration procedures will help you refine your media organization scheme.
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Developing IT Policies
A clearly defined set of policies for information technology resource usage can go a long way toward telling users what to expect. This works in both directions. First, it is very important to communicate to users what is expected from them. Information outlining disk quotas, server storage areas, and Internet usage policies are all very important pieces of information. However, the second part of this equation the part that is often overlooked is to notify users regarding what to expect from IT staff. No one likes to be told what to do, so it is important to involve users and managers from other departments, as well as system, database, and network administrators. Good policies will answer the following questions: w s s s s s s What is the best way to report a problem or request a change from IT How/when will IT inform me if network services will be unavailable for a specific amount of time How will IT deal with unplanned downtime Is my server-based data being backed up regularly May I request that my local workstation be backed up What is the expected turnaround time of a help desk ticket on an issue I call in How are calls prioritized How can I check the status of an overdue request What are the support boundaries for the IT department In addition to troubleshooting and systems management, decide whether help desk staff should be responsible for teaching users how to use applications. How long will typical calls take to address Which types of issues take priority over others It s good to have a set priority for expected events, such as moves, additions, and changes, and a separate plan for troubleshooting problems that prevent multiple users from working. How can a user check on the status of a help request If the request is not fulfilled on time, with whom can the user talk
Addressing these issues in advance not only states the service level attempted by IT, but also sets concrete goals for IT personnel. Many organizations have found that provid-
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