Purpose
To outline the use of network servers for storage, backup and recovery of user files.

Scope

Discussion:
Employees who have Windows NT accounts also have a file storage folder allocated for their account on a network server.  This storage area is usually referred to as the user’s “U: drive”; and, when the user successfully logs on to their workstation, a network connection is established to the folder which can then
be accessed as the U: drive in Windows NT Explorer, Microsoft Word, Excel, etc.  Files can be copied from the user’s workstation to their U: drive, or Word and Excel may be configured to save files directly to the U: drive.  The U: drive folders are backed up to magnetic tape, and the tapes are rotated to an off-site storage facility to provide for security and disaster recovery.  In addition, tape backups and off-site storage are also performed for the HPUX / AIX servers hosting Administrative files and e-mail.

Details
The following will summarize the procedures for backup and recovery of user files.

1. Use U: Drive
In order to be able to recover lost data for students, faculty and staff who have Windows NT accounts, their files must save on the U: drive. Files on the user’s local workstation drive may not be recoverable if the drive fails.

2. File Backup
The U: drive folders are backed up to magnetic tape cartridges each weekday night.  Additionally, the Administrative System files are backed up to tape nightly and e-mail files on the HPUX / AIX servers are backed up weekly.

3. Off-site Storage
In order to provide disaster recovery capability, backup tapes are rotated to a secure off-site storage facility.  Each Thursday afternoon, the tapes created during the previous five days are cataloged and packaged for transfer to off-site storage Friday morning.

The backup tapes are maintained in off-site storage according to the following schedule:

· Weekday tapes are stored off-site for two weeks.

· Monthly tapes are retained off-site for one year.

· Fiscal Year End and Calendar Year End tapes remain off-site for 3 years.

4. File Recovery
In order to have a file restored from the backup tapes, the user should contact Information Systems & Technology and provide as much of the following information as possible:

1) User’s name and telephone extension.

2) Indicate the date of the last known good version of the file – this will help identify the set of backup tapes to use in attempting to restore the file.

3) If the file is a Windows file, provide the user’s Windows NT User name, the filename of the file to be restored and, if possible, the folder on the user’s U: drive in which it was located.

4) If the file is on the HPUX / AIX systems, supply the filename and the directory on the server in which it was stored.

5) If e-mail needs to be restored, indicate the name of the user’s mail server, the User name used to log on to the mail server, and the date, subject, etc. of the email.

If the necessary backup tape is on-site, files can usually be restored within a few hours or less.  If the tape has been sent to off-site storage, it can be recalled without charge on a scheduled Friday pickup/delivery.  In order to recall a tape on the regular Friday delivery, the request should be submitted to Information Systems & Technology by 12:00 noon on Thursday.  Emergency requests for return of tapes from the off-site facility can usually be accommodated within a few hours, but there is a significant added charge for this service. The individual’s department will be billed for this additional service charge.

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