Tandberg Data SMB Guide To: Backup Best Practices

Tandberg Data SMB Guide to
Backup Best Practices

Data Protection Strategies for the Small-to-Medium Size Business
FEATURES
• Best practices to ensure your data is fully protected!
• Complete checklists for tape migration and backup
• Covers both standalone tape drives and autoloaders
Data Protection Strategies for the
BEST PRACTICES Small-to-Medium Size Business
Table of Contents.............................................. Page

The Tandberg Data SMB Guide to Backup
1. About this Guide.........................................................................1

2. Data Backup Basics.....................................................................2
When Should Backups Take Place?..........................................2
How Long Should Data Be Stored?..........................................3
Where Should Backup Tapes Be Stored?................................3
How Often Should Tapes Be Retired?......................................3
3. An Introduction to Backup Automation...................................4
Labor Savings Through Automation........................................4
4. Types of Backup..........................................................................5
Full Backups.................................................................................5
Partial Backups............................................................................5
Incremental Backups..................................................................5
Differential Backups...................................................................6
Which Backup Strategy is Best.................................................6
5. Tape Rotation...............................................................................8
Six-Tape Rotation........................................................................8
Grandfather - Father - Son (GFS)..............................................9
Tower of Hanoi..........................................................................10
Which Rotation Method is Best?.............................................11
6. Planning for Migration.............................................................12
Maintaining your old backup tape drive................................12
Copying your old backups to the new format.......................13
7. Tape Planning............................................................................14
Determining the Number of Required Tapes........................14
Determining the Cost...............................................................15
Tandberg Data Tape Capacities..............................................15
8. Planning the Backup Window.................................................17
9. Backup Tape Migration Best Practices...................................19
10. Migration Checklists.................................................................21
1. About this Guide
BEST PRACTICES Data Protection Strategies for the Small-to-Medium Size Business
Suppose for a moment that a virus infects your entire computer network. The
virus spreads through every employee’s workstation, into every document and
database file. All your work, all your data—it’s all destroyed. How would your
business recover?
Without an adequate backup and recovery plan, your business is at risk.

Because your company relies on its data and mission-critical applications, the
cost of downtime is exorbitant, potentially exceeding thousands of dollars
per hour for such expenses as recovering data and system files, replacing
equipment, losing productivity, and losing customers. A recent study1 reveals
the “precarious position” of small business backups: 30% lack formal data
backup and storage procedures, 39% review their storage procedures only after
a problem occurs, 34% admit to only fair or poor performance in storing backup
data offsite, 17% don’t consistently perform incremental data backups, and 55%
rate their disaster recovery plan as fair or poor. According to a disaster recovery
study, nearly half of the companies that are unable to fully restore their data
after a disaster will go out of business entirely2.
Why Tape is Ideal for Backup

Whether you are backing up an individual workstation or a small network, tape
is an ideal storage medium because it is capable of storing high capacities of
information for a relatively low cost. And, tape is perfect for archival because you
can store cartridges off-site for enhanced data security.
Tape Automation—Now Available for SMBs

Until recently, tape backup for the small-to-medium business meant manually
inserting tape cartridges into individual tape drives. Tape automation has
traditionally been the realm of big-budget IT departments. Now, affordable
autoloaders and small tape libraries provide SMBs with the convenience and
risk reduction previously available only to large businesses.
If you want to reduce the risk of human error in backups or just don’t want to
spend time manually inserting and removing tapes each time you back up,
consider one of today’s automated tape solutions. A ten-cartridge
autoloader, such as Tandberg Data’s VXA PacketLoader 1x10 1u, can provide
reliable, unattended backup for up to two weeks for little more than the price of
a standalone tape drive.
Who Should Read this Guide

Read this guide if you are responsible for protecting data in a small or
medium business. It provides information about how to use tape
technology for backup and recovery and how to implement common backup
strategies and tape rotations.
NOTE: Whether you already have a tape backup system in place or you are
deciding to purchase a new tape backup system, you can find helpful
advice in this guide.
1 CRN, September 19, 2003, “Precarious Position”

2 University of Texas, Center for Research on Information Systems, 1994 Survey
p.1 www.tandbergdata.com/us
Basic Backup Guide
2. Data Backup Basics
This chapter addresses some common questions about data backup.
What does it Mean to Back Up, Restore, and Archive?

Data backup is the process of transferring data from your company’s primary
computer system to a separate storage device, such as a tape drive. If the

original data is lost or damaged, you can restore the information from the
device and resume normal business operations. An archive is a long-term,
Permanent data backup, which is kept off-site.
What Types of Files Should Be Backed Up?

The most important files to back up are data files—the files that change on a
frequent basis. Periodically, you should also back up the entire system in case
of a catastrophic disaster. This periodic backup should include system files that
contain specific user information for customized settings and passwords. You
may also want to back up software files if you no longer have the original disks.
Most backup software provides the option of backing up all files on the drive,
the files that have changed since the last backup, or individually selected files.
How Often Should Data Be Backed Up?

Because data files change every time someone enters new information,
many companies back up the data files every day (or only those files that
have changed) and then perform a complete backup of the entire system on a
weekly, bi-weekly, or monthly basis. For your company, you can determine the
necessary frequency of backups by asking yourself how often the data changes
and how critical are the different types of data files. In other words, how much
data can you afford to lose without causing your business undue hardship?
The best strategy is to devise a schedule that works for the majority of your data
files. For example, you can schedule a daily backup of new and modified data
files and then a weekly backup of all files. If you have critical files that must be
backed up more often, you can back up these files throughout the day.
File type Back up daily Back up weekly

Data files * *
Critical files (may be backed up several times a
* *
day)
All other files (includes system files and
*
software files)
Basic Backup Guide
BEST PRACTICES 2. Data Backup Basics
When Should Backups Take Place?

Ideally, you should back up data after regular business hours when employee
demands on the network are at a minimum. This off-hours time frame is called
the “backup window.” Most small companies have an adequate backup window
to perform backup jobs at night and on weekends.

However, if your business operates 24 hours a day, 7 days a week (24x7), or
if you have employees working in different time zones, you may have little
or no backup window. In this case, you must determine a time period when
employees will be the least affected. Alternatively, you may quickly copy your
data to other disk storage reserved for that purpose. That storage may then be
backed up to tape without impacting the user community.
TIP: If your business operates 24x7, use backup software that has an open file
option. This option allows you to perform a backup while the files are in use.
How Long Should Data Be Stored?

How long you store data depends on the type of data and your business
requirements.
• For data files that change frequently, you should keep only the most
recent files. As the previous data becomes obsolete, you can overwrite
and reuse the tapes.
• For the full set of files on your system, you should store the files in a
secure, off-site location. By having this complete file set, you can recover
the entire system in case a disaster destroys the originals.
• For certain types of data (tax records, contracts, personnel files, patient
records, and so on), you may need to archive data for a specified time
period to meet specific legal requirements. In court cases, courts will hold
owners and company officers liable for data loss (despite the reason for
the loss).
Where Should Backup Tapes Be Stored?

You should store one full set of your company’s data on-site for immediate
recovery and another copy off-site at a secure location in case your business
suffers a fire, theft, or other disaster. Many small companies choose to store
backup tapes in a safe-deposit box at a local bank or even at the owner’s home.
To eliminate the hassle and worry, other companies prefer to contract with a
vendor who specializes in archival and storage.
How Often Should Tapes Be Retired?

You should follow the tape manufacturer’s guidelines for tape storage and
replacement. Most manufacturers print these guidelines on the tape packaging.
Also, most backup software tracks errors on a given tape, which alerts you that
a tape should be retired.
Basic Backup Guide
3. An Introduction to Backup Automation
A tape autoloader is a compact storage device that contains a tape drive, multiple
tape cartridge slots, and a robotic mechanism that moves tapes between the slots
and the tape drive. Your backup software controls the autoloader, which instructs
the autoloader to insert the correct tape before beginning a backup or restore. Each
tape has a unique barcode label that your backup software uses to identify and
confirm that the correct tape cartridge is in the drive.
With multiple cartridge slots in the autoloader, a single tape loading operation,
occurring weekly or even bi-weekly, addresses as many as ten backups. Filling the
autoloader with a batch of tapes less often, extending tape swapping intervals,
is intrinsically more reliable than depending on daily tape swapping. Less
frequent operator intervention reduces the impact of employee absence,
forgetfulness, confusion and turnover on the backup process.
The convenience of tape automation is especially helpful if you
have remote offices where the clerical staff is responsible for
maintaining backups. Because the autoloader can identify the tapes
that have been loaded by their barcodes, you can remotely verify
that the correct tapes are inserted with your backup software or the
autoloader’s integrated remote management web page.
In a recent survey3 over 50% of respondents indicated that their
tape failures were sometimes, often or always caused by human error.
Tape automation reduces the opportunity for human error by up to 80%,
and reduces the likelihood of tape failures by allowing the backup software to
automatically and immediately substitute a spare tape when media errors are
detected or more capacity is needed.
Labor Savings Through Automation

The daily manual exchange of backup tapes imposes a minimum
fifteen-minute interruption of an employee’s primary duties,
amounting to 65 hours of lost productivity per year. By reducing
this workload to only fifteen minutes per week, or 13 hours per year,
tape automation annually adds 52 hours of employee time for other
tasks. Assuming a total employee compensation cost of $60,000,
deploying tape automation realizes $1,500 in annual increased
productivity. As such, a solution under $3,000 will pay for itself in
less than two years through reduced labor costs. These calculations
do not include the labor savings an autoloader deployment
achieves by precluding the requirement for after-hours recovery by
immediately addressing media and tape loading errors.
Protecting several servers, workstations or laptops further cost
justifies tape automation. Comsolidating backups is more reliable,
easier to manage, and less expensive than purchasing individual
tape drives for each system.
Although difficult to quantify, reducing business risk by deploying an autoloader
delivers the greatest return on investment. Justifying the cost of an overall backup
scheme must include the cost to re-key lost data, or the implications of permanent
data loss, factored by the statistical likelihood of such an event. As such, you can
weigh the cost of a backup solution compared to its contribution to reducing risk.
3 Storage Magazine, “Tale of the tape”, February, 2005
Basic Backup Guide
4. Types of Backup
This chapter describes the different types of backup strategies, so you can
decide which method is right for your business. Software applications include
options for copying the full set of system files, for copying a partial set of new
or modified files, and for copying selected, individual files. Most companies
use a combination of full and partial backups by performing nightly backups on
files that have changed throughout the day, then a full backup of all files on a
weekend day.
Full Backups
A full backup copies all the files on the system—the system files, the software
files, and the data files. You should perform a full backup on a weekly, bi-weekly,
or monthly basis. With a full backup of your data set on tape, you can restore
your entire system if a disaster destroys the original files.
TIP: If your data set is small, you could perform a full backup on a daily basis.
However, you should not use the same tape every day. Continuously
overwriting a section of tape could damage it over a long period of time.
(See Chapter 5 for more information about effective tape rotation schemes.)
Partial Backups
A partial backup copies all files that have been added or changed since the
last backup job. There are two main types of partial backups: incremental and
differential, summarized in the table below.
Backup Type Files Copied

Incremental Files added or changed since the last full or partial
backup.
Differential Files added or changed since the last full backup.
TIP: For any crucial files that would be difficult to re-create, you can perform a
selective backup at any time during the day. With this method, you don’t
need to wait until the next scheduled backup to copy the crucial files.
Basic Backup Guide
BEST PRACTICES 4. Types of Backup
Incremental Backups
If you need to save time and cost during regular backup jobs, choose a plan that
includes full and incremental backups. In this strategy, you perform a regular
backup of all files (weekly, bi-weekly, etc.), then a more frequent backup (daily)
of only the files that have changed since the last backup session.
This full/incremental backup method means that fewer files need to be copied
and less time is required for the backup procedure. However, this method can
also make a complete system restore slower if you have created many different
incremental backup tapes (one for each day of the week, for example), or if you
need to restore only a particular file and must hunt through several different
incremental backup tapes. (See “Which backup strategy is best?” at the end of
this chapter for more information.)
TIP: Because an incremental backup session may only use a small section of tape,
you can conserve the required number of backup tapes by using the software’s
tape-append option. This option allows you to write additional backup
sessions where the previous session left off and to make full use of a single
tape. However, if you lose this one tape, you’ve lost data from several backup
sessions.
Differential Backups
If you need to save on restore time and hassle in the event of a disaster, choose
a plan that includes full and differential backups. In this strategy, you perform a
regular backup of all files (weekly, bi-weekly, etc.), then a more frequent backup
(daily) of all files that have changed since the last full backup session.
This full/differential backup method helps the restore process run more
efficiently, because only one full backup tape and one differential backup tape
are required for a complete restore of the system. However, this method is
slower on the backup process because more files are copied daily. (See “Which
backup strategy is best?” at the end of this chapter for more information.)
TIP: If a full data backup requires more than one tape, you might consider
investing in a tape autoloader, which includes a tape drive and a robotic
arm that automatically handles tape rotation. For a small price increase over
a standalone tape drive, an autoloader eliminates the need for manually
switching out tapes and eliminates the potential for human error.
Basic Backup Guide
BEST PRACTICES 4. Types of Backup
Which Backup Strategy is Best?

Is it better to combine full backups with incremental or differential partial
backups? The answer for your situation depends on what factors are most
important to you. Do you want to save time and cost on the backup process?
If so, you should choose incremental partial backups. Or, is it more important
to make the restore process as quick and simple as possible in the event of a
disaster? If so, you should choose differential partial backups.
TIP: Most companies perform full/differential backups, because the restore

process only requires 2 tapes (or tape sets).
The table below highlights the main advantages and disadvantages of

incremental versus differential backup strategies.
Backup type Advantages Disadvantages

Incremental Faster backup time because Slower restore times
(all new or modified there are fewer files. because there may be more
files since last full or Reduced wear on backup device than two tapes required
partial backup) and tape. (the full backup tpe and
each incremental tape.)
Fewer tapes may be required.
Higher cost of downtime in
a system disaster.
Differential Faster restore times because Slower backup process
(all new or modified there are only two tape sets because more files are
files since last full required (the full and differential copied.
backup backup tapes). Increased wear on backup
Lower cost of downtime in a device and tape.
system disaster. More tapes may be
required.
Basic Backup Guide
5. Tape Rotation
This chapter describes some common methods for tape rotation, which
determines when to reuse tapes during a backup cycle. A good rotation strategy
protects data by ensuring adequate file versions are always
available on tape and by protecting the tape from excessive wear and damage,
which could lead to unrecoverable data.
Most small companies use one of these rotation schedules: six-tape rotation,
Grandfather - Father - Son (GFS), or Tower of Hanoi, described in more detail in
the following sections.
NOTE: This chapter provides some suggestions for how to implement these
rotation strategies. You can modify the strategies in many different ways
to fit your needs.
Six-Tape Rotation
The six-tape rotation method is a simple and cost-effective “tape-a-day”
scheme, which is ideal for a small business that does not need to back up high
volumes of data. This rotation method involves rotating between two tapes
for full backups on Fridays, and then using four tapes for either incremental or
differential backups on Monday through Thursday.
TIP: If the full data capacity doesn’t fit onto one tape, use “tape sets.” Most
software provides options for tracking and managing tape sets.
To perform a six-tape rotation method:

1) Purchase six tapes and label them:
Tape 1: FRI1 Tape 4: TUES
Tape 2: FRI2 Tape 5: WED
Tape 3: MON Tape 6: THU
2) Beginning on a Friday, perform a full backup on the FRI1
tape. Store the FRI1 tape off site.
TIP: For even greater data protection, create duplicate FRI1 tapes:
one for on-site storage and one for off-site storage.
3) On Monday, Tuesday, Wednesday, and Thursday, perform an incremental

or differential backup on the appropriately labeled tape. Store these tapes
at your company site.
4) On the next Friday, perform a full backup on the FRI2 tape. Store this tape
off site; and if desired retrieve the FRI1 tape for next Friday’s full backup.
5) Repeat step 3, reusing the Monday through Thursday tapes.
6) On Fridays, perform full backups, alternating between the FRI1 and FRI2
tapes. Be sure to store at least one Friday tape off site.
Basic Backup Guide
BEST PRACTICES 5. Tape Rotation
The chart below shows how you might create a six-tape rotation schedule
in a month.
Monday Tuesday Wednesday Thursday Friday

FRI 1
MON TUE WED THU FRI 2
Incremental or Differential Full
Six-tape rotation method in a one-month period
TIP: F or an even more efficient and cost-effective type of backup schedule, you
can perform a three-tape rotation. First, perform a full backup on Tape 1,
and then alternate between Tape 2 and Tape 3 for nightly, differential
backups. You can perform full backups every 2 weeks, or whenever you f
eel it’s necessary. This three-tape rotation method is ideal if you have a
small amount of data to back up and you need to save money on media
costs. And, by performing differential backups, you only need two tapes
for a full system restore.
Grandfather - Father - Son (GFS)

The most commonly used tape rotation schedule is called Grandfather -
Father - Son (GFS). This rotation scheme operates on the same five-day work
week principle as the six-tape rotation method, except that you use more tapes
(or tape sets) for backing up data daily (on the “son” tapes), weekly (on the
“father” tapes), and monthly (on the “grandfather” tapes). The monthly tapes
can be archived for permanent storage or recycled on a quarterly or yearly
basis.
The following steps show how to perform a simple GFS rotation method using
20 tapes:
1) Obtain 20 tapes and label them as follows:
2) 4 daily tapes (sons) labeled “MON” through “THURS”
4 weekly tapes (fathers) labeled “WEEK1” through “WEEK4”
12 monthly tapes (grandfathers) labeled with the month and year
NOTE: If a full backup exceeds the capacity of one tape, create “tape sets.”
Basic Backup Guide
3) Beginning on a Friday, perform a full backup on the “WEEK1” tape. Store

the “Week” tapes either on site or off site.
4) Beginning on the following Monday, perform daily differential or incre-
mental backups on the “MON” through “THURS” tapes. Store the MON
through THURS tapes on site.
5) On Friday, perform another full backup on the “WEEK2” tape.

6) Continue with this rotation method until the last business day of the
month. On the last business day (no matter what the day of the week it
is), perform a full backup on the first monthly (grandfather) tape. Label the
tape with the current date and store it off site.
The following chart shows how you might create a GFS rotation schedule.

WEEK 1
MON TUE WED THU WEEK 2
MON TUE WED THU MONTH 1
Incremental or Differential Full
GFS rotation method in a one-month period
Tower of Hanoi Backup Tape set

Session used
The Tower of Hanoi schedule is a secure and cost-
1 A
effective tape-rotation method, but it’s also complex. In
Tower of Hanoi, you perform a full backup on five tape 2 B
sets: labeled A, B, C, D, E. Tape Set A is used every other 3 A
backup session; Tape Set B is used every fourth backup 4 C
session; Tape Set C is used every eight sessions; and so
5 A
on. You could perform these backup sessions nightly,
6 B
weekly, or at whatever intervals you determine.
7 A
The table below shows how the Tower of Hanoi rotation
8 D
method alternates for each tape set.
9 A
10 B
TIP: For archival, you can periodically retire the Tape Set E
11 A
backup.
12 C
13 A
14 B
15 A
16 E
Basic Backup Guide
To perform a Tower of Hanoi tape rotation:

1) Label five tapes (or tape sets): A, B, C, D, E.
2) For the first backup session, perform a full backup on Tape Set A.
3) For the second backup session, perform a full backup on Tape Set B.
4) Continue alternating the tape sets as shown in the previous table.

5) Once you’ve reached Tape Set E on the sixteenth day, begin the pattern
over again. Store Tape E off site.
The following chart shows a month of backups in the Tower of Hanoi

rotation schedule.

Tape A Tape B Tape A Tape C Tape A
Tape B Tape A Tape D Tape A Tape B
Tape A Tape C Tape A Tape B Tape A
Tape E Tape A Tape B Tape A Tape C
Tape A Tape B Tape A
Full
Towe of Hanoi method in a one-month period
Which Rotation Method is Best?

Rotation method Advantages Disadvantages
Six-tape Requires only a few tapes, Keeps only a week’s worth
which provides an easy and of data, unless you regularly
cheap rotation method. It’s archive the full-backup tapes.
ideal for small data volumes (as
much capacity as one tape can
hold).
Grandfather - Provides the most secure data Requires more tapes, which can
Father - Son protection and implements become expensive.
(GFS) monthly archival of tapes. It’s
also a simple method, which
most software supports.
Tower of Hanoi Allows for easy full-system Requires a difficult rotation
restores (no shuffling through strategy, which is not as
tapes with partial backups on straightforward to implement
them). This is ideal for small as the other rotation methods.
businesses that are concerned Unless your backup software
with being able to do full supports it, this method is too
restores. Also, it’s more cost complex to track tape rotation
effective than GFS (uses fewer manually. Also requires a time-
tapes). consuming full backup every
session.
Basic Backup Guide
6. Planning for Migration
Like all other components of information technology, your backup systems must
eventually be replaced to keep pace with the demands of new technology. As
drive capacities have grown to hundreds of gigabytes, older tape technologies
offer insufficient capacity and speed to effectively protect all storage. Recent
surveys show that 30% to 50% of tape drive users are considering migrating to a
new tape format.

This chapter presents a comprehensive overview of the simple migration
process from older tape formats to newer tape technologies. By considering the
following issues, you will be well prepared for your upcoming migration.
Backup Archive
The most straightforward mechanism for preserving the investment in your
backup tapes is to leave all existing backup data on the tapes, and maintain the
old tape drive for future restoration of that data as required. The specified life
of tape-recorded data is generally at least ten years, with an expectation well
beyond that provided the tapes are properly stored.
Leaving your existing archival data on an older format, at current tape street
prices, likely provides the lowest cost per gigabyte of long-term storage.
Prior to transitioning to new service, your old tape drive must be thoroughly
tested to ensure that its performance remains within specifications. Due to the
potential for environmental contamination, the drive should be cleaned, and
used only in a dust-free setting.
If your data is to be permanently archived on the older
format, it is critical that the tapes be tested during
the migration process to ensure readability. Should
errors arise due to dust contamination or mechanical
misalignment, immediate action will increase the
likelihood that your old tape drive can be repaired and
the data restored.
New Applications
If your existing archived data is copied to newer Tandberg Data backup tapes
for easier access and greater reliability, the freed tapes may then be moved to
a secondary backup application. Transitioned tape backup drives are frequently
shifted to protect secondary servers, workstations, or less critical applications
with lower data protection requirements.
Maintenance of Your Old Tape Drive

If the old tape drive is semi-retired to only restoring archived data, the drive may
sit idle for long periods. Mechanical systems must be exercised periodically to
prevent bearings from developing flat spots or areas of inadequate lubrication.
It is advised that a cleaning tape be inserted monthly to exercise the drive’s
mechanics.
Basic Backup Guide
BEST PRACTICES 6. Planning for Migration
Copying Your Old Backups to the New Format

Although not technically required, some users may elect to copy the existing
data archived on tapes to newer tapes. This simple process may be performed
at your convenience, as both tape drives generally sit idle outside of the backup
window. The Tandberg Data technology provides several reliability features that
better protect archived data, increasing confidence in the restorability of old
archives. The Tandberg Data formats also allow for faster access and restoration
of backup data should the need arise. The copy process further ensures that
your older backup tapes are readable, revealing any existing readability issues
so they may be addressed in the migration. Should some of the tapes prove to
be unreadable, servicing or replacing your old drive may resolve the problem.
Direct Copying
A software program like NovaStor TapeCopy uniquely enables
direct older tape format to Tandberg Data tape recording at the
maximum tape transfer rate. TapeCopy will copy a full backup
tape to a new format in around two hours or less.
Tape Consolidation
Because the new Tandberg Data tape format holds many times
as much data as older tape technologies, it may be preferable
to copy several older tapes to a single new Tandberg Data
cartridge. There are two techniques for consolidating older tapes:
With sufficient disk space on the server, the older tapes can be restored to
a folder in groups, and rewritten to new Tandberg Data media. This method
requires an amount of free disk space equal to the size of the Tandberg Data
cartridge to consolidate multiple tapes at a time. For example: An LT0-3 tape
holds 400 GB so your disk must have at least 400 GB of free disk space. The
number of tapes consolidated in each batch will be higher if the older tapes
contain less than their maximum capacity.
If the current full system backup plus the capacity of an old backup tape is
less than the new Tandberg Data tape cartridge’s capacity, the data on the old
archive tapes can be assimilated via the new backup process. It is common
practice to permanently archive at least one full backup each month. Prior to the
execution of that backup, an existing backup tape can be restored to an empty
folder, with that folder included in the next full backup. The copied old tapes can
be re-used for a new application or preferably stored off-site, adding another
level of data protection. Using a once-a-month archive cycle, your old backup
tapes can be transferred to the new format in one to two years.
Basic Backup Guide
7. Tape Planning
This chapter provides some considerations for planning the total number of
tapes your backup strategy requires and the tape costs associated with that
strategy.
Determining the Number of Required Tapes

To help determine how many tapes you need, consider the following:
• Full backup size. What is the size, in gigabytes, of a full system backup?
This amount should include data files, system files, and software files.
When you’ve determined the total capacity, divide that number by the
total capacity of each cartridge. For example, if the total capacity of your
system is 600 gigabytes, and each tape holds 320 gigabytes, you will need
2 tapes.
TIP: Most tape drives and software applications provide a data compression
feature to reduce the size of files. By compressing data, you’ll reduce the
amount of tapes needed.
• Partial backup size. Estimate the size, in gigabytes, of an average partial

(differential or incremental) backup. This amount includes the data files
that change on a daily basis. For example, if an average incremental
backup is 60 gigabytes, you will need only one tape for every incremental
backup.
TIP: By using the software’s tape-append feature, you can append incremental or
differential backups sets at the end of a previous backup. This saves tape.
• Tape rotation method and frequency of backups. What type of tape

rotation method will you implement and how many tapes will it require?
(See Chapter 6 for how tape rotation methods affect the number of tapes
you need.) For example, in a GFS rotation scheme, if you need 1 tape for
4 partial backups a week (1x4=4 tapes), 3 tapes for 4 weekly full backups
(3x4=12 tapes), and 3 tapes for 12 monthly full backups (3x12=36 tapes),
you would need 52 tapes (4+12+36).
• Tape archival. How many tapes will you archive off-site on a yearly basis?
Will you archive one full backup monthly or quarterly? For example, if
a full backup requires 3 tapes and you plan to archivea copy of one full
backup per month, you’ll need to purchase 36 tapes a year for archival.
• Tape retirement. How often will you retire the tapes used for daily back-
ups? You should determine a schedule for retirement, based on the tape’s
rated service live.
TIP: If your software tracks rewrite errors, you may want to monitor that number
and discard any tape that shows a significant increase in errors. The cost of
replacing a tape is much lower than the cost of losing data.
Basic Backup Guide
BEST PRACTICES 7. Tape Planning
Determining the Cost

You can purchase tapes in various lengths, which offer various data capacities.
Prices for tape cartridges can range from $20 to $100 per tape, depending on
the type of tape drive you have. You’ll also need to purchase a few cleaning
cartridges to ensure proper tape drive operation.
TIP: T
o help estimate your own tape requirements and cost, contact an Tandberg
Data Sales representative.
Tandberg Data Tape Capacities

Tandberg Data tape cartridges are available in several standard capacities,
facilitating accurate fulfillment based on the capacity required for your
application.
Capacity (GB) Uncompressed/Compressed
VXA-2 Model X6 20/40
VXA-3 Model X23 160/320
Magnum LTO-2 200/400
Calculating Your Tape Requirements

If your backups meet the following criteria, you can replace your old tapes one-
for-one with new Tandberg Data tape cartridges:
• Your backup does not exceed the capacity of a single Tandberg Data tape
• You do not anticipate adding new storage in the foreseeable future
• You do not anticipate adding servers or workstations to the new backup
scheme using the Tandberg Data tape drive
You should consider purchasing larger Tandberg Data tapes if one of the
following applies:
• Your current full backups will nearly fill a smaller Tandberg Data tape
• You anticipate adding storage within the next two years
• You plan to add servers or workstations to the new backup scheme using
the Tandberg Data tape drive
• Your application creates or references very large data files, of which the
number or size varies dynamically
Basic Backup Guide
BEST PRACTICES 7. Tape Planning
Plan to obtain a sufficient tape supply if you intend to copy your old archive
tapes to the Tandberg Data format. Chapter 5 discusses the various strategies
for moving archived data to a new format. To employ the direct copy strategy,
you need one new tape for every old archive tape. If you have sufficient disk
space for the other consolidation strategies, far fewer tapes are required.
When considering your initial tape purchase, it is important to consider that

Tandberg Data tapes last at least five times as long as older media, for two
reasons. First, Tandberg Data media recording surfaces are more durable
and reliable than older tape technologies. Tandberg Data tape drives are also
designed to automatically vary the tape speed to match the data transfer rate of
the host, eliminating the need to repeatedly rewind and restart recording.
Further consideration should be given to the fact that today’s Tandberg Data
tapes will be fully compatible with the next generation of Tandberg Data tape
drives. Upgrading your Tandberg Data tape drive to the next generation drive
will not require the purchase of new media.
Also with backward compatability, users may save on cartridge cost by using
the less expensive previous generation cartridges in the newer tape drive. This
works well if the data set size matches the smaller tape and gives the ability to
grow into the larger tape, thus extending the return on their tape investment.
Basic Backup Guide
8. Planning the Backup Window
Your new backup system will most likely accelerate your backups, reducing
the time required for backup completion. The scheduled backup period,
also known as the backup window, is critical because users and application
access to data is generally limited during the backup process.
Transfer Rate Comparison

The following table compares Tandberg Data tape drive data transfer rates
to common older formats. All rates and times are based on an assumed 2:1
compression ratio,
2:1 20 GB Backup 40 GB Backup
Tandberg Data VXA-2 12 MB/s 27.47 min. 54.94 min.

Tandberg Data VXA-3 24 MB/s 13.53 min. 27.06 min.
Tandberg Data
70 MB/s 4.46 min. 8.92 min.
Magnum LTO-2
Tandberg Data
160 MB/s 2.05 min. 4.1 min.
Magnum LTO-3
DAT72 6 MB/s 55.33 min. 110.66 min.
DDS-3 3 MB/s 111.07 min. 222.14 min
DDS-4 6 MB/s 55.33 min. 110.66 min.
AIT-1 4 MB/s 83.20 min. 106.4 min.
AIT-2 6 MB/s 55.33 min. 110.66min.
For example, the VXA-2 Packet Tape Drive data transfer rate is twice as fast
as a DDS-4 drive, and four times as fast as a DDS-3 drive. Provided that the
server can supply data at the rate of 12 MB per second, allowing the data to be
compressed to the drive’s transfer rate of 6MB per second, the backup window
will be reduced by half from DDS-4 and one-quarter from DDS-3 times.
Calculating Your New Backup Window

Estimating the duration of the backup window is straightforward. Divide the
total estimated compressed data size by your Tandberg Data tape drive’s
transfer rate to calculate the time required to complete the backup. This
assumes that the tape drive is directly attached to a server capable of supplying
data in a steady stream of about twice the transfer rate. If the server is unable
to maintain that rate of data transfer, the backup window must be expanded to
compensate.
Backup speed of data transported across a network from another server is
considerably slower. The maximum theoretical transfer rate of 100 Base-T
Ethernet networks is 8 MB per second, although server overheads and other
traffic frequently lower this rate.
An overhead of at least 10% should be factored into the backup window duration
estimate to allow for server or software delays. A greater overhead factor
should be taken into account if the backup may overflow onto a second tape.
Basic Backup Guide
9. Backup Tape Migration Best Practices
To ensure success with your tape migration efforts, Tandberg Data has
compiled the following best practice techniques and suggestions:
• Perform backups without exception. If your employees are responsible

for backing up their own data and you are concerned that backups don’t
always happen, centralize the backups across a network. To make backups

easier, you can use backup software that performs the process automati-
cally. You can also invest in a tape autoloader, which will eliminate the
need for a person to insert and remove tapes
• Multiple surveys have shown that many companies do not test or
otherwise verify their backups. The migration process presents an
opportunity to confirm that your archived data is indeed secure.
Copying archived tapes to the Tandberg Data format provides
absolute assurance that the data is restorable. Otherwise, each
tape should be tested by attempting to restore a single critical
file or folder.
• Institute new procedures to test a backup at least quarterly, and
preferably monthly.
• Backup best practices dictate that the testing of backup tapes,
and the verification of the backup software configuration should
be performed by an employee other than the person responsible
for backup administration. If that is not possible, or for the highest
level of data protection, arrange with your Tandberg Data reseller for
regular backup validation consulting services.
• Run antivirus software on your computer system to prevent viruses from
being transferred onto your backup tapes.
• Clearly label tape cartridges so you can quickly identify the correct
restore tape. Label each tape with the date of backup, type of drive used,
and enough information to generally identify the contents. For example:
“2/27/04—Tandberg Data VXA—
Weekly Fully Backup of Personnel Records.”
• If your company has not established an off-site tape rotation scheme, that
practice should begin immediately. Ensure that tapes are not left in a hot
automobile for any period.
• Take proper care of the tapes. Store tapes according to the recommenda-
tions listed on the tape packaging. Do not expose tapes to sources of
contamination, like copiers and printers that emit toner and paper dust.
• Consider using an archive vendor for tape storage. An archive vendor can
provide services ranging from secure facilities for tape storage to prepaid
delivery of your tapes in the event of a disaster.
• You should review your tape rotation schemes to ensure that they are
providing a sufficient depth of data protection.
• If your intention is to move the old drive to another application, both
drives should remain operable on the server for a period of time to allow
for emergency file restores from the old format.
• Perform the installation at the beginning of a full-backup cycle. Unless you
are planning to change to a new backup scheme, maintaining the existing
backup cycle will avoid confusion.
• Extensively test any new backup system by restoring data from the new
backup tapes before rotating the old backup tapes off-site.
• If you will be copying your old archive tapes to an Tandberg Data format,
devise a scheme to rotate only a few of the old tapes from your off-site
location at a time. The complete off-site backup library should never be
moved in its entirety.
Basic Backup Guide
BEST PRACTICES 9. Backup Tape Migration Best Practices
• It is preferable to keep the old archive tapes intact, even if their contents
are copied to an Tandberg Data format. If the old tapes are to be reused
for another application, it is critical that the new Tandberg Data copies be
tested to validate the copy process and eliminate human error.
• Do not attempt to operate both backup systems for any period of time.
Each backup sets “flags” to keep track of what files have changed since
the last backup. The two different backups will interfere with each other,
causing only subsets of your data to appear on each format.
• Be generous in planning for future growth when considering your initial
tape purchase. Allow for a minimum of double your current storage
capacity.
Review all aspects of your backup software configuration to ensure that:

• All data is being backed-up, and that no new drives, applications or fold-
ers are overlooked.
• All updates and patches have been applied to the backup application and
operating system.
• The device driver for the Tandberg Data tape drive should be the revision
specified by the backup application vendor, which may not be the most
current revision.
When configuring your backup software:

• Use the backup application’s configuration wizards to configure the
Tandberg Data tape drive, rather than attempting to set the configuration
options manually.
• Purchase and install all backup application agents available for your
applications, for example Microsoft Exchange, and for any additional
clients. The use of agents provides for a faster and more reliable backup
and restore.
• If your backup application provides the option for hardware or software
compression of data to the tape drive, always select hardware over
software, and never both.
• If your backup application provides the option, select a transfer size of 64
K blocks or larger for the greatest performance.
• Password-protect your backup tapes to prevent unauthorized access in
the event of theft.
• Maintain your backup software in a safe place, such as the fire-proof
media safe. If your software license permits, maintain an off-site copy of
the backup software.
• Institute procedures to ensure that the cleaning tape is inserted as
requested by the Tandberg Data tape drive’s front panel display.
• Institute procedures to review the backup application’s log to ensure that
errors and warnings are immediately addressed.
• Ensure that backup tapes are stored properly, away from monitors or un-
interruptible power supplies. On-site tapes should be stored in a fireproof
media safe—rated specifically for magnetic media.
• Take this opportunity to ensure that all users are aware of and respect the
backup window.
Basic Backup Guide
10. Migration Checklists
To ensure a successful migration, Tandberg Data has prepared the following

checklists to ensure that no detail or step is overlooked. By referencing and
following the checklists throughout the migration process, your overall level of
data protection will be enhanced, and the potential for human error reduced.
Basic Backup Guide
BEST PRACTICES Backup Tape Migration Checklist
Server: Technician:
Planned Migration Date and time:
Preparing for the Migration

q Tandberg Data Tape Drive Ordered
q Initial Tapes Ordered Reference Chapter 7
q Backup Software Compatibility Checked Reference Tandberg Data Web Site
q Archive Migration Strategy Determined
q Internal Mounting Cables and Hardware

Acquired -OR-
q External Cabling Acquired
q Tape Rotation Scheme Determined Reference Chapter 5
Operating System
q All Updates and Patches Applied At least to minimum level specified by backup
application vendor
q Correct Tape Device Driver Installed Revision specified by the backup application
vendor
Tape Drive Installation
q Drive Installed Per Instructions Reference Product Quick Start Manual
q SCSI ID Correctly Assigned Unique ID – Different from all other devices

AND the SCSI controller
q All Cables Firmly Seated & Locked
q All Potential Tension Removed from

External Cables
q Cleaning Tape Inserted Before First Use
Backup Application
q All Updates and Patches Applied
q All Agents Installed OS, client and application agents
q Tape Drive Configured Utilizing configuration wizard
q Hardware Compression Enabled Not software compression or both
q Transfer Size >= 64 K Blocks If applicable
q Verification of Backup File Set Configuration Ensure all storage is included
q Review of Backup Size to Tape Capacity Ensure sufficient room for future growth
q Review of Backup Window Ensure sufficient time for completion
Basic Backup Guide
BEST PRACTICES Backup Tape Migration Checklist
Server: Technician:
Planned Migration Date and time:
Old Archive Tapes

q All tapes tested -OR- Reference Chapter 6
q All old tapes copied to Tandberg Data tapes -OR- Reference Chapter 6
q Old tape to Tandberg Data tape consolidation Comments:

scheme implemented
Backup Best Practices
q Implement Future Backup Testing Procedures Monthly or quarterly
q Contract for Backup Verification Services Contact your Tandberg Data Reseller
q Review and Implement Off-Site Backup Transfers Ensure safe conditions during transport
q Ensure safe on-site storage Purchase a fireproof media safe
q Implement Procedures to Check Backup

Logs Daily
q Educate the User Base on the Backup Window Schedule, duration and access restrictions
Post Migration
q Initial Backups Tested
q Backup Window Estimate Confirmed Sufficient time allowed for backup

completion with growth
q System Error Log Review Ensure no device errors or conflicts
q Old Device Drivers Removed If the old drive is removed from the server
Basic Backup Guide
BEST PRACTICES
COPYRIGHT
Copyright 2002-2007, Tandberg Data Corporation. All rights reserved. This
item and the information contained herein are the property of Tandberg Data
Corporation. No part of this document may be reproduced, transmitted,
transcribed, stored in a retrieval system, or translated into any language or

computer language in any form or by any means, electronic, mechanical, magnetic,
optical, chemical, manual, or otherwise, without the express written permission of
Tandberg Data Corporation, 2108 55th Street, Boulder, Colorado 80301.
TRADEMARK NOTICES
Tandberg Data, VXA, and VXAtape are registered trademarks of Tandberg Data
Corporation. All other product names are trademarks or registered trademarks of
their respective owners.
CONTACTING TANDBERG DATA

Tandberg Data Corporation
2108 55th Street
Boulder, Colorado 80301
1-800-392-2983
www.tandbergdata.com/us
www.tandbergdata.com/us
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Backup Best Practices

Table of Contents.............................................. Page

1. About this Guide.........................................................................1

Without an adequate backup and recovery plan, your business is at risk.

Why Tape is Ideal for Backup

Tape Automation—Now Available for SMBs

Who Should Read this Guide

1 CRN, September 19, 2003, “Precarious Position”

This chapter addresses some common questions about data backup.

What does it Mean to Back Up, Restore, and Archive?

computer system to a separate storage device, such as a tape drive. If the

What Types of Files Should Be Backed Up?

How Often Should Data Be Backed Up?

File type Back up daily Back up weekly

When Should Backups Take Place?

to perform backup jobs at night and on weekends.

How Long Should Data Be Stored?

Where Should Backup Tapes Be Stored?

How Often Should Tapes Be Retired?

Labor Savings Through Automation

3 Storage Magazine, “Tale of the tape”, February, 2005

Backup Type Files Copied

Which Backup Strategy is Best?

TIP: Most companies perform full/differential backups, because the restore

The table below highlights the main advantages and disadvantages of

Backup type Advantages Disadvantages

To perform a six-tape rotation method:

3) On Monday, Tuesday, Wednesday, and Thursday, perform an incremental

Monday Tuesday Wednesday Thursday Friday

Six-tape rotation method in a one-month period

Grandfather - Father - Son (GFS)

3) Beginning on a Friday, perform a full backup on the “WEEK1” tape. Store

5) On Friday, perform another full backup on the “WEEK2” tape.

Monday Tuesday Wednesday Thursday Friday

GFS rotation method in a one-month period

Tower of Hanoi Backup Tape set

To perform a Tower of Hanoi tape rotation:

4) Continue alternating the tape sets as shown in the previous table.

The following chart shows a month of backups in the Tower of Hanoi

Monday Tuesday Wednesday Thursday Friday

Towe of Hanoi method in a one-month period

Which Rotation Method is Best?

new tape format.

Maintenance of Your Old Tape Drive

Copying Your Old Backups to the New Format

Determining the Number of Required Tapes

• Partial backup size. Estimate the size, in gigabytes, of an average partial

• Tape rotation method and frequency of backups. What type of tape

Determining the Cost

cartridges to ensure proper tape drive operation.

Tandberg Data Tape Capacities

Capacity (GB) Uncompressed/Compressed

VXA-2 Model X6 20/40

VXA-2 Model X10 40/80

VXA-2 Model X23 80/160

VXA-3 Model X23 160/320

Magnum LTO-2 200/400

Magnum LTO-3 400/800

3) On Monday, Tuesday, Wednesday, and Thursday, perform an incremental

3) Beginning on a Friday, perform a full backup on the “WEEK1” tape. Store

• Partial backup size. Estimate the size, in gigabytes, of an average partial

• Tape rotation method and frequency of backups. What type of tape

• Perform backups without exception. If your employees are responsible