Backup and Disaster Policy

Revision Date:    January 2007

General Overview

The JLab Computer Center is committed to providing reliable and redundant backups of all system and user generated data on each of the systems, which it administers.  The intent is not only to provide a service to the users who may wish to retrieve archived documents which are no longer stored on primary disk storage but also to prepare for both random mechanical disk failures as well as for the recovery of Jefferson Lab work and research in the event of massive physical disaster (i.e. fire, flood, hurricane).

Specific Policy Guidelines

Backups

1. Incremental backups are preformed on a daily basis (Monday - Friday) on all user and system disks on all multi-user systems managed by the Computer Center.
2. Full disk backups (image/archive) are performed on a weekly basis for all disks.
3. Backup procedures are to automated to the maximum extent possible, so that a substitute staff member can submit the backups when necessary.
4. Each backup procedure will generate a log file, which can be inspected on a daily basis to determine the success of failure of the backup.
5. An on-line tape library listing will be maintained for each system/cluster which contains a record of the dates/types of backups performed and the number/date of the associated magnetic tape.
6. There will be a primary and backup staff member assigned to perform the system backups for each system.  Both the primary and backup staff member will inspect the backup log on a daily basis to verify the success of the backup and troubleshoot hardware and /or software problem related to the backup procedures.

Backup Storage

1. Daily incremental backups will be maintained for 30 or 45 days (depending on data class) when they will be overwritten as needed for other backups.
   
2. Each full disk backup will be maintained for at least a year.  Beyond a year, the first full disk backup for each month will be maintained permanently (estimated shelf is 5 years).  Other images will be recycled for other backups as needed..
3. A set of the last two weeks' full disk backups  will be stored in the Computer Center fireproof data safe located in the EEL building.  The combinations to the Computer Center safe are known only by Computer Center personnel to preserve the integrity of the information (passwords, other sensitive data).  
4. All other backup tapes are stored in the Tape Vault (CEBAF Center F110) to provide rapid access for restores.  This room is secured by the CANS system.  Access to this room is limitied only to Computer Center personnel plus representatives from a limited number of groups on the site with critical data storage needs who have been allocated a tape storage area in this room.  The Computer Center maintains a list of all individuals who have access to the tape vault and have the combination to the EEL fireproof data safe.

User Backup Responsibilities

1. Users are responsible to backup all information not on a disk managed by the Computer Center. This includes all personal computers (PC and MACs) as well as workstations not under the aegis of the Computer Center (primarily under the system management of the Accelerator Controls group, Accelerator Division).  In addition to the use of floppy disks, tape subsystems, and Bernoulli and optical disks, personal computer users can also take advantage of the virtual disk capabilities provided by CUE for the backup of PC and Macintosh systems.
2. A statement of the JLab Computer Policy regarding user backup of data is presented to all new users as they complete the JLab Computer Account Request Form.  This policy is also covered in the monthly New Employee Orientation presentations and included in the handouts for this presentation.

Disaster Recovery

1. The central computer systems managed by the Computer Center and located in CEBAF Center L212 are included in a general insurance policy for JLab buildings managed by the Administration division.
2. The Computer room (CEBAF Center L212) is protected by an automatic sprinkler system (water) and automatic power shut off at high temperature.  The JLab guards makes and hourly inspection of this area during all off duty hours and record the temperature in this area.  Computer Center staff are informed if the temperature climbs above 80^o.
3. All Computer Center machines are powered by an Uninterruptible Power Supply (UPS)/Generator System which can maintain full power to all equipment indefinately.
4. Sets of the last two weeks' full disk backups are maintained in the fireproof data safe located in the EEL building.  These tapes are rotated on a weekly basis.
   

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