D R A F T - Columbia University



D R A F T

Columbia University PC Backup Service

Departmental IT Guidelines

Overview

The PC Backup Service offered to Columbia University faculty and administrators will provide reliable and easy-to-use backup service for Windows desktop and laptop computers. This server is NOT intended for backing up a server of any kind.

The departmental IT contact plays a crucial role in maintaining the integrity and reliability of backups for their department. This document will describe the tasks and responsibility of the IT contact, AcIS expectations and best practices, problem reporting and “getting-started” information.

Tasks and Responsibilities

• Become fully familiar with Connected DataProtector Support Center, Agent installation, backup and restore procedures.

• Be the first point of contact for departmental desktop support, including file restores and System Heals.

• Monitor your community to ensure backups are being done regularly on all machines. AcIS will not monitor the community at this level.

• Keep departmental systems updated with current operating system updates and virus definitions and ensure systems are kept virus free.

• Monitor logs and generate your own reports as needed.

• Create "sub Administrators" within department if needed.

• Disable and put “onhold” accounts for compromised systems. If possible, try not to back up an infected system.

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• Recover encryption keys for community members if needed.

• Assist with setting passwords and Iroam access.

• Troubleshooting at desktop level.

• Interface with Help Desk as needed.

Using the Support Center

After signing on to Connected DataProtector, you are immediately taken to your community where you can generate reports, use Tools to set passwords, access the Resource Center, monitor accounts, override default file and data inclusions/exclusions and create sub-administrators. The Support Center is the IT contact’s interface to Connected Data Protectors’ data center.

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Default Access Permissions for Technicians

The default access permission for technicians can be found in the Technicians section of the Support Center.

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Default File Selection Rules

Default file selection rules for data and file types can be found in the Configuration section of the Support Center. If you need more information with regard to specific rules, please refer to the section BASE FSR in your community. An example of these settings are:

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AVI=Video clip

BAK=Backup file in DOS systems

BKF=Backup file

BSC=Browser database

CHK=Scandisk files

CHW=Compiled Help File

DBG=Debugger file

EX~=Executable from a previous Windows version

EXP=Linker export file

FTG=Help file index

FTS=Help file index

GID=Help file index

HFV=Hierarchical File System Volume

IDB=Compiler intermediate file

ILK=Linker intermediate file

MOZ=Netscape cache file

MP3=MP3 file

MPEG=MPEG video

MPG=MPEG video

OBJ=Object file

OST=Offline storage file

PCH=Precompiled header

PQI=PowerQuest drive image file

QIC=QIC-113 format backup file

SWP=Swap file

TLB=Type Library

TMP=Temporary file

You can over-ride the default extensions. Refer to Chapter 19 in your Understanding Data Protector manual. However, we highly recommend that this is not done without fully understanding the implications of such an action.

Generate Reports

You will be able to generate reports from the Support Center. The default reports templates available are the following (refer to page 101 in your Understanding Data Protector manual for a full description of these reports). You can edit these templates to meet your specific requirements, or create new ones.

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AcIS Recommendations and Best Practices

Do what daily?Daily Functions

Run Accounts not backing up report.

Run Heavy Hitters report.

Do what weekly?Weekly Functions

Inform users who have not been backing up on a regular basis to look at their backup logs.

We consider missing backups for three days in a row (on a system used daily) to be something that needs looking at.

Monthly Functions

Do what monthy?

Run the Activity trends report.

Any major jump in a trend report needs to be investigated.

• Make a baseline backup for your department from the computer which best reflects your department’s “image”. This should be the first backup done in your department. This process is used to populate the database in the backup server so that only one copy of a common file needs to be transferred to the server during the initial backups.

• Make sure all systems backed up are up to date with operating systems updates and virus updates and are virus free. This should be done before the first backup.

• Run weekly reports of systems not being backed up and notify users of this.

Tools and Account History

Access Tools from the Support Center main menu:

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From this menu you can:

Disclose an Encryption Key

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Set an Account Password

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Change the Status of An Account

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Edit iRoam Access

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Use the Account History drop down menu to display Activity and Changes to the selected account.

[pic]Assign passwords to laptop systems or other systems which may be more “at risk”

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