Remote Backup

Secure Data Storage: The service utilizes enterprise server and storage equipment located in a secure data center equipped with 24x7 monitoring and backup power supply.  Robotic tape libraries automate the tape handling process. 

Multiple Encrypted Copies: The backup system creates multiple encrypted copies of the data as per New York State Comptroller guidelines.  The primary copy is kept on-site at the WNYRIC datacenter at all times on disk and/or encrypted tape for immediate access if a restore is required.  An encryted tape copy is taken off-site to a secure location. Internal server processes move data between tapes in the automated tape library and verify the health of tapes.

Efficiency: The backup utilizes a progressive incremental strategy. All eligible files are copied during the first backup.   On all future backups, only eligible files that have changed will be backed up. This increases backup efficiency by decreasing the amount of data that is stored and transferred across the network. The system keeps track of which files have been backed up in a central database.

Flexible Schedule: Most backups run on a nightly basis.  Custom schedules may be created for different requirements. Authorized staff may initiate a manual backup at any time using the backup client.  Server applications typically should be inactive during this backup, unless using an advanced option due to restrictions that may prevent a successful backup or restore (open files, etc.).  

Data Retention:    The length of time and number of backup versions that are available for restore are defined by policies which may be altered as needed.  Please refer to the various remote backup service options for data retention default details.   

Backup Data:  Storage fees are based on the total amount of storage used for the backup data on-site at the WNYRIC datacenter.  The off-site copy of the backup data is not included in this calculation. The base service includes 100 GB of backup data. Additional storage is available in 100 GB units using service code 650.892.01.  It is important to note that storage amounts used for backup data will in most cases differ from the server storage for various reasons such as multiple backup copies of data and possible use of compression. Initial storage amounts are an estimate only.  Many servers run applications that retain history and can be expected to increase storage requirements from year to year.  Steps to reduce storage requirements, such as email and shared file storage quotas can be implemented or server backups may be configured to filter specific directories or files.  Restores: The district can initiate a restore at any time by using the command line interface, the GUI interface or the web-based client interface.  It is not necessary to contact the WNYRIC to initiate this process unless assistance is required. Data may be restored to a temporary location. The District server requires adequate free space to enable restores.  The amount of time needed to restore is dependent on server hardware, amount of data to restore, system resource contention, and network bandwidth.  The district is responsible for data restores and verifying the backup data is adequate for restore of the server.There are no additional fees for standard file restores.

Monitoring: The WNYRIC staff actively monitors the remote backup system and notifies the district contact(s) by email as necessary with an error report that includes any errors, warnings, and missed jobs. Documentation:  The WNYRIC will provide end-user documentation for the backup and restore process.

If the district has its own firewall, it must open needed ports to allow access for data transfer.

District must be connected to the WNYRIC with sufficient network bandwidth to enable timely completion of the backup. Periodic restore testing should be done to obtain the approximate time needed to complete a restore.

The backup client must have administrator privileges for the target server. District server requires adequate free space to enable restores.

Planning with district and remote backup team prior to implementation is strongly recommended and required for Mail/Database and Virtual Environment options.

The district must designate a primary contact who will receive error notifications and more importantly, correct them as necessary. WNYRIC staff may be contacted for assistance.

The district technical support person must work with the WNYRIC to determine what files are necessary to be backed up and must be aware of any restrictions that may prevent a successful backup or restore (open files, etc.). Server applications typically should be inactive during this backup, unless using one of the advanced options.

The district technical support person must work with the RIC to determine the length of time necessary to retain backed up files to provide adequate server restore. The retention value selected must not consume an inordinate amount of WNYRIC storage resources.

The district must provide a technical support person capable of installing the backup software on the server.

The district is responsible for data restores and verifying the backup data is adequate for restore of the server.

The district must either remove data or increase their participation if the backup data storage purchased has been exceeded. It is recommended that email and file storage quotas are implemented to reduce the storage requirements.

The district should notify the WNYRIC in writing of any changes to the target system operating system, drive configuration, application software, or network modification that may affect the remote backup system. The district must also be aware that hardware or software changes made to the server may necessitate an alteration in the designation of the files included in the backup job to enable an adequate restore.

The district should notify the WNYRIC in writing of any requests to freeze expiration of stored data (Example: ediscovery).

Prior to full server restores, it is required that the server operating system and backup client to be installed to the same level they were before a restore request.  The district is requried to notify the WNYRIC prior to restore initialization and the backup schedule should be disabled during the restore.  Remote Backup service staff are available for assistance with standard restores.  However, involvement of the designated distric technial support contact may be required for restore operations involving greater complexity (such as bare metal recovery, active directory, etc.).  the Remote Backup service staff will assist on a best effort basis for these types of advanced situations.

The WNYRIC staff will work individually with requesting districts to determine the most effective implementation for this service.

The WNYRIC will send an encryted copy of the backup to a secure off-site location. The WNYRIC will provide backup client software and assistance with installation and set-up.

The WNYRIC will provide end user documentation for the backup, verification, and restore processes. The WNYRIC staff will monitor all backups for errors, warnings, and missed jobs and will send notification to the designated district contact if any occur.

The WNYRIC will monitor the amount of space the backup data occupies throughout the year.  Adjustments of current year participation may be required for backup storage that differ from the initial amount.  If needed, this will occur once annually in November. The district will have the option to adjust participation, or reduce data by either altering retention times and file versions or removing data from the backup or server. Any upcoming year's participation increases will be communicated in January. The remote backup server equipment and software have 24x7 vendor support.

The remote backup server equipment is located in a secure data center equipped with 24x7 monitoring, redundant network, and backup power supply. 

The backup service staff perform research and testing, attend user group meetings and collaborate with other resources to maintain their technical expertise and utilize best practices for data protection.

Staff follow best practices in order to provide necessary security as it relates to the most recent student data security and privacy regulations.

The WNYRIC utilizes cost effective best practices determined by research that allows our experienced and trained technical staff to perform robust testing and support of the WNYRIC network in the areas of security, infrastructure, energy management, virtualization strategies, disaster recovery and business continuity. Therefore, we are able to be a district advocate for vendor contract issues and aggressively negotiate contract pricing and performance terms.

Staff follows best practices in order to provide necessary security as it relates to the most recent student, teacher and principal data security and privacy regulations.

Service Desk can be reached Monday – Friday from 7:00 a.m. – 4:30 p.m. by calling (716) 821-7171, 1-800-872-0780. A representative will be available from 4:30 p.m. through 11:00 p.m. to assist you with calls regarding emergency situations. During all other hours and holidays, a caller will receive important information regarding coverage.