Is your organization currently backing up data? If yes, how often is the data backed up? What is the process of recovering the data in case there is data loss? If you have data in the cloud, how is that being backed up? Data backups are essential for all organizations in case of a disaster, which don’t always come in the form of a flood or fire, but can result from old equipment or accidental deletion by a user. Matthew Eshleman, Chief Technology Officer at Community IT Innovators, shared what goes into creating effective data backups, and how Community IT Innovators can help your organization create a smart backup strategy. He will also address the importance of knowing and understanding the Service Level Agreement (SLA) in order to develop an effective data backup and availability strategy.

1. Community IT Innovators Webinar Series
Smart Data Backups
Presenter:
Matthew Eshleman
March 21, 2013

2. Webinar Tips
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3. About Community IT
Community IT Innovators partners with nonprofits to help them solve
their strategic & day-to-day IT challenges.
Strategic
Proactive approach so you can make IT decisions that support your
mission and grow with you
Collaborative
Team of over 40 staff who empower you to make informed IT
choices
Invested
We are committed to supporting your mission, and take care of
your IT network as if it were our own
Nonprofit focus
Worked with over 900 nonprofits since 1993

4. About the Presenter
Matthew Eshleman
Chief Technology Officer
Community IT Innovators
meshleman@communityit.com
202-449-6711
@meshleman

5. Agenda
•Defining some terms
•Telling some stories
- Mismatch in expectations
- The cloud ≠ backup
- Lack of training
•Developing a Backup Strategy
•Our Approach

6. Poll – Organization Size
Organization Staff Size
-Under 5 staff
-6-15 staff
-16-40 staff
-41-100 staff
-Over 100 staff

7. Poll – DR/BC Readiness
•Disaster Recovery/Business Continuity
Readiness
- No plan in place
- Basic Plan
- Extensive Plan
- In Place & Tested

8. Disaster Recovery
My organization can effectively recover from the loss
of information.

9. Business Continuity
My organization can effectively operate if our
primary data system is unavailable

10. Business Continuity
How long can we be down?

11. Disaster Recovery
How quickly can we restore
information & access?

12. Data Retention
How far do we need to go back?
Typical Retention
- Email: 1 Year
- Files: 7 Years
- Financial Info: Forever

13. Disaster Recovery Concepts
Recovery Point Objective (RPO)
Point in time from which data can
be restored
“How much data can I lose?”

14. Disaster Recovery Concepts
Recovery Time Objective (RTO)
Time required to recover the data
“How long can my data be
unavailable?”

15. Additional Concepts
•Uptime
Expectation of access to data
“The 5 9s”…available 99.999% of the time
•Retention
How much data is retained over time
…and how frequently
•Geo-redundancy

16. Business Continuity
My organization can continue to function in
the event of a disaster…
•Fire
•Earthquake
•Flood
•Civil Unrest
•Sabotage

17. Business Continuity
• Power outage
• Internet outage
• Carelessness
• Hardware failure
• Improper training
• Etc…

18. Poll: How long could you be without Email?
• 1 hour
• 1 day
• 4 days
• 1 week

19. Mismatch in expectations
Email system availability

20. Lessons Learned
• Ask the BOARD
• Really test the hypothesis

21. Backing Up the Cloud?
If you have Cloud Systems, are they backed
up automatically?
• Yes
• No
• Manually
• I Don’t Know

22. The cloud ≠ backup
Recover data in Google Apps

23. Lessons Learned
•Lots of cloud service providers aren’t
automatically backing up your data
•Retention period may not meet your
business requirements

24. Lack of training
Migration to a Managed Services Provider,
but no training on remote access

25. Lessons Learned
•A new system is great, but people
need to know how to use it
•Be sure to have you DR/BC plan in
multiple places

26. DEVELOP A BACKUP STRATEGY

27. Assess your Enterprise Architecture
Follow the chain:
Function→ Platform →Hardware
• Email
• Files
• Program Management
• Accounting
• Fundraising
• Media
• Messaging
• WAN

28. Function Intranet
Application IIS7 SQL Server
Platform SERVER01 SERVER02
Hardware VSHOST01

29. Sample EA DR/BC Matrix
Function System Size Backup RPO RTO Retention
Method
Server Site
Failure Failure

30. Sample EA DR/BC Matrix
Function System Size Backup RPO RTO Retention
Method
System Site
Failure Failure
Email Exchange 2 TB B2D 24 hrs 48 hrs 96 hrs 1 year
Finance Sage 50 GB B2D 8hrs 24 hrs 72 hrs perpetuity
Phone VOIP N/A Vendor – 99.9% 24 hrs 4hrs 8hrs
Connectivity Fiber – N/A Redundant 0 hrs
ISP, HA WAN, HA
firewall firewall
CRM Salesforc 10 GB Cloud Ally 24 hrs 24 hrs 24 hrs 3 years
e
Files File Server 1 TB Tape – 6 hrs 48 hrs 96 hrs 7 years
NTBackup
Web Convio 40 GB Vendor – 99.9% 8 hrs 8 hrs 24 hrs 1 year

31. Who makes the decision?
• It is a business decision, fundamentally
• IT staff can outline the cost/benefit analysis of various
technical solutions
• Business data owners need to decide requirements
and budget for cost
• Executive involvement is REQUIRED
• Board involvement too, especially for business
continuity

32. Backup/DR checklist
 Understand your data and where it lives
 Have a conversation about your organization’s
requirements
 Document & map out your backup plan
 Communicate and train staff
 Test your plan & incorporate lessons learned

33. OUR APPROACH

34. Backups
File Level Backups Enterprise Backup SaaS backups

35. Next Generation Backup
Flexible backups
Configurable retention
Secure & encrypted Cloud Storage
Warm spare Disaster Recovery Site

36. Trends
•More services in the cloud
•More BYOD
•Data sprawl
•Digital Asset Management

37. Key Takeaways
• Develop your Enterprise Architecture
• Understand your Recovery Point and Recovery Time
Objectives (RPO & RTO)
• Out of sight ≠ out of mind
–http://support.google.com/docs/bin/answer.py?hl
=en&answer=1704883
• You’re only as good as your last restore

38. Q&A?

39. Upcoming Webinar
April 25: Best of NTEN
Aha Moments from the Nonprofit Technology
Conference
Presenters:
Johan Hammerstrom, COO
Matthew Eshleman, CTO

40. Next Steps
• Connect with us
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http://www.communityit.com
• Provide feedback
Short survey after you exit the webinar. Be sure to include any
questions that were not answered.
• Missed anything?
Link to slides & recording will be emailed to you.