CA SMB-Essential-Guide 5.24 Final

8/8/2019 CA SMB-Essential-Guide 5.24 Final

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Managing the information that drives the enterprise

STORAGE

,

Data backup is still the No. 1 pain point for

storage administrators. The tips in this guide will help you simplifyyour backup process and

put together a reliable backup and recovery plan.

Data Backupfor SMBsESSENTIAL GUIDE TO

INSIDE

3 Better SMB backup

6 Common backup mistakes

13 Buying a VTL

17 Vendor resources


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bACKUP IS A GREAT LEVELER.Whether your company is on the small side,midsized or a large enterprise, odds are youve got bitten by a badbackup on more than one occasion. Providing effective protection for your companys data is probably your single greatest responsibility and biggest headache, too.In principle, backup may seem pretty straightforward, but giventhe intricacies of storage environments, we all know its a lot morecomplicated than just moving some data from here to there. Andwith the unrelenting growth of storage capacities, the job just keepsgetting tougher.New technologies and better man-

agement can help address backupbugaboos. But whatever ills plague your backup operation, they can generally bedivided into two categories: inadequatebackup infrastructure and poor (or outof date) processes. Its a given thatadding disk to a backup environmentprovides immediate relief, but by itself,disk is far from a cure-all.

Virtual tape libraries (VTLs) are oftenfavored by smaller companies as a disk-based solution to backup woes. Be-cause a VTL emulates a tape library, itcould be an easy fit as it wont likely re-quire changes to backup software configurations; some backupapps dont have built-in support for disk systems, so a VTL may bethe easiest way to get around that limitation.

But there are a lot of VTL products out there both hardware andsoftware so youll need to get familiar with their capabilities andlimitations to make the best match for your environment.

If your backup does support disk and doesnt expect to find a tapedrive at the end of the line, you may be able to repurpose an older storage system to serve as the backup target. It may just be a stagingarea for recent backups, with older backed up data spun off to disk.

In this Essential Guide, youll find a lot more detail on these tech-nologies, along with invaluable tech tips from some of the leadingbackup experts around, including W. Curtis Preston. Take a little timeto peruse these pages and Im confident youll identify ways to im-prove your backup operations. 2

Rich Castagna is the editorial director for the Storage Media Group.

Backupisaburden

foranysize company

Backup problemscan generallybe divided intotwo categories:inadequateinfrastructureand poorprocesses.

Copyright 2009, TechTarget. No part of this publication may be transmitted or reproduced in any form, or by any means, without permission in writing from the publisher. For permissions or reprint information, please contact Mike Kelly, VP and Group Publisher ( [email protected] ).

editorial | rich castagna
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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7Storage Essential Guide to Data Backup for SMBs

WHILE THE BACKUP needs of small- to midsized businesses(SMBs) are essentially the same as those of enterprises, there aresome important differences that should be considered. Becausebudget and technical expertise are frequently strained in SMBs,an effective backup strategy must take those issues into consider-ation. The following tips can help you make successful backups.

DO IT!The most important habit of effective backup is to make effectivebackups. Effective means regular backups of all the informationyou need to preserve at the appropriate intervals.

This is especially critical with remote sites and corporate laptops.These systems are harder to oversee and its easier to let backupsslide. But if they contain important information, they need to bebacked up.

Keep in mind that mirroring is not backup. Neither is imaging onthe same system. Just because your array has two copies of your data doesnt mean it is completely protected.

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Backup 101:

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SMBs often have less in-house storage expertise and tighter budgets thanlarger enterprises. Here are seven

rules for better backup for SMBs.By Rick Cook

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4/17Storage Essential Guide to Data Backup for SMBs

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Also remember to back up more than just the data. If you donthave copies of your configuration files, program patches and systemstate information, you are, at the very least, in for a lot of work if youneed to do a full restore.

IMAGE ITToday, theres simply no reason not to have a current image of your system instantly available. Most backup software will take imagesat pre-set intervals. A number of specialized programs offer moresophisticated abilities and Windows does this by default.

A system image isnt the same as a full backup, but it can handleabout 90% of the things you need backups for, like restoring files or

folders that were deleted by error or somehow corrupted.AUTOMATE ITThe more human involvement you have in your backups the more likelythey are to fail. Although human error is usually listed as the secondleading cause of backup failure after media problems, a lot of problemswith media, such as improperly handling tapes, are actually caused byhuman error as well.

At the very least you should automatically back up your systemon a regular schedule. Most backup software will let you schedulebackups and you should replace the products that dont with ones

that do.PRUNE ITAt the same time, you dont need to back up everything on your system. Mostof whats there, such as .tmp files and browser caches, doesnt needto be saved at all.

Pruning your data reduces backup times and saves media cost, butit does require a little more work to decide which files and folders youneed.

DUPLICATE IT

One copy is better than no copies, but it still isnt really secure.The depressing fact is that a lot of backups cant be restored whenneeded. By having more than one copy of your data in backup, youincrease your chances of being able to get all, or most, of your databack.

You need at least two copies, although they dont necessarily haveto both be current. One common scheme is to keep the last two fullbackups as well as the partial backups.

STORE IT SAFELYAt least one full copy of your data should be stored securely away

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from your system. That way you can be sure of having your data even

in the event of a disaster.That means at least one copy of your last full backup is storedoffsite where it is available 24/7 (a safety deposit box at your localbank doesnt qualify). For a lot of SMBs, this means the offsite back-up goes home with someone. This isnt as good as using a secure,always-available repository, but its better than nothing. If you usethis strategy, be sure the backup is encrypted before it leaves your premises.

If you have systems in two or more locations, another strategy is tosend the backup copy over a WAN or the internet to another system.

TEST ITIn backups, ignorance is not bliss; its an invitation to disaster. Justbecause your backup software says it has successfully created abackup, doesnt mean youre going to be able to get that data backwhen you need it.

To make sure, you need to test your system by restoring all or partof the image from the backups at regular intervals. One good way todo this is to create a separate partition on your system and restoreto it for testing. Another way is to restore it to another machine.

This is an important test because if something happens to your sys-tem, youll have to restore to another system to make sure you can do

it without any setbacks. Again, your backup software should providefacilities for this. 2

Rick Cook specializes in writing about issues related to storage andstorage management.

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messupHeres a look at the most common

backup problems and how you can solve them.

By W. Curtis Preston

bACKUP IS STILL the greatest pain point for storagemanagers. The following five vexing backup prob-lems can become less onerous if you use thesesimple procedures to improve your backup per-formance and reliability.1. unhappy tape drivesThe most common thing to fail in most backup environments isa tape or tape drive. Also, tape error may frequently masqueradeas another problem. For example, one backup software productoften reflects a drive failure as a network timeout. And becausemost environments achieve less than half of the availablethroughput of their drives, corporate IT buys more and moredrives to meet the throughput demands of the backup system.

Modern tape drives are designed to operate at their advertisedspeeds, and operating them at lower speeds is what causes

FIVETHINGS THAT

your backups

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them to fail more often; theres a minimum speed at which the tape

must move past the head to achieve a good signal-to-noise ratio. Evenvariable-speed tape drives have a minimum speed at which they canwrite data. LTO-4, for example, has a minimum native transfer rate of 23 MB/sec. And while few users experience the 2:1 compression ratioadvertised by drive manufacturers, whatever compression rate theydo experience must be multiplied by the minimum transfer rate of thedrive. Data that experiences a 1.5:1 compression ratio being sent to atape drive with a minimum speed of 23MB/sec makes that drives mini-mum transfer rate 34.5 MB/sec (23 x 1.5).

Depending on which backup softwareyou use, you can increase the speed of

backups that go directly to tape withthe following: LAN-free backups, multi-plexing and not using additional tapedrives until youve given the initial tapedrives enough throughput. The second(and simpler) solution is to stop usingtape as your primary target for backupsand instead back up directly to disk.Using disk as an intermediary stagingdevice usually gets the initial backupdone much faster, and then the local(LAN-free) movement of data from diskto tape can go much faster. These backup methods will keep the tapedrives much happier, theyll fail less often and you can reduce thenumber of tape drives youll need to buy to get the job done.

2. missing dataThe second big problem in todays backup systems is the data thatbackups miss. This isnt data you tried to back up and failed to do; itsthe data the backup system never attempted to back up because itsimply wasnt told to. Missed backups dont generate error messages,

but they can (at some point) cause an RPEa resume producing event.If this problem isnt addressed, you can be sure that someday someonewill ask you to restore something that hasnt been backed up.

Consider the following two real-life stories: One day a backup admin-istrator was asked to restore a set of files on server hpdbsvk. Accord-ing to the firms naming convention, this meant HP-UX database server k. The backup administrator also knew that the servers were namedin alphabetical order and he was only backing up servers hpdbsvathrough hpdbsvj. While the data was never restored, the administrator didnt lose his job and didnt even get in trouble. How is that possible?

Real-life story No. 2: One day an administrator was asked to restore

some code sitting in /tmp on an HP-UX system. The file system haddisappeared upon reboot because it was a RAM file system. The cus-

The secondbig problemin todaysbackup systemsis the data thatbackups miss.



tomer requesting the data was furious when he found out that thebackup system didnt back up /tmp. Again, the administrator didnt losetheir job or get in trouble. Why not?

In both cases, the reason the backup administrator didnt lose their job was the same: documentation. Back in the days before the Web,the backup system in question used a paper-based request form usershad to fill out if they wanted a system backed up. The form included aline that read Do not consider this request accepted until you receivea copy of it in your inbox signed by someone on the backup team.

In the case of the customer who requested a restore from hpdbsvkand started fuming because it wasnt being backed up, the backup ad-ministrator asked to see the form with his signature on it. The cus-tomer didnt have the form, so the issue became what I like to call aYP not MPYour Problem, not My Problemas far as the backup ad-ministrator was concerned. As for the /tmp situation, it was excludedfrom backups, and the exclusion had been approved by upper manage-ment and well-advertised. (After all, the T in tmp stands for temporary,so why would you back up temporary things?)

Applying the paper backup request system to todays Web-basedworld is simple. Create a backup system request Web page that noti-fies the user who requested the backup that the backup is being per-formed. If youre using a data protection management tool, the user who requests the backup can even be notified every time the backupsucceeds or fails. Hows that for customer service? The Web pageshould also list standard backup configurations, including things likewhat gets backed up (or not backed up) by default.

Its also important to mention how important it is to use your backupsoftwares ability to automatically discover and back up all file systemsor databases on a given machine. If your backup software has this fea-ture, use it; dont attempt to manually list all file systems. Youre justasking for trouble and an RPE when you discover that you forgot to addthe F: drive on a particular server. If your backup app doesnt have thisfeature, get a new one.

3. unnoticed trendsBackup administrators spend most of their time looking at the previousnights backups. They want to know what failed and the escalation pro-cedure for that server. Can they rerun the backup? If so, what do theydo if that second backup continues into prime business hours? Mustthey notify someone?

Backup administrators often dont notice if a given server, file systemor database doesnt successfully back up for multiple days. Some envi-ronments where Ive performed backup assessments have had serversthat have gone several dayseven as much as a monthwithout asuccessful full or incremental backup; and the larger the environment,the greater the problem. At one customers site where they back up

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10,000 systems, more than 1,000 systems went four days or more with-

out a successful backup of any kind.Servers that go several days without a backup are obviously atgreater risk than others. If a backup administrator was aware of such atrend, they might do a number of things, such as cancel less importantbackups so that the server that hasnt backed up for several days canbe given more resources. At a minimum, the storage admin may setthe priorities on the backup system so that a server that hasnt backedup for several days is more important than other servers.

Here are some examples of other trends that are important to detect: Servers backing up significantly more data than they used to back up Tape libraries/disk devices approaching capacity

Tape and disk system throughput numbersMost backup products dont provide the kind of tools necessary in

their base product to see this kind of information. The solution is arelatively simple one, but not an inexpensive one: Buy a data protectionmanagement tool. Theres a reason a whole industry has grown aroundsuch tools, and its difficult to properly manage a backup system with-out one.

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VIRTUAL SERVER BACKUP TIPSTHERE ARE Alot of questions buzzing around VMware backups, but there arent a lotof problems. Most people can back up their virtual machines (VMs) as if they werephysical machines, and everything works just fine. Most major backup packageshave changed their pricing so that you only pay for one license for the VMwareserver, regardless of how many guests youre backing up.

The big challenge some storage environments face is resource contention, espe-cially if theyre doing a lot of full backups. The first thing you can do to solve thisproblem is to better stagger the full and differential backups across the week andmonth to minimize the number of backups that could occur at any one time. Youshould also check out the ability of your backup software to limit the number ofconcurrent backups on the VMware host. Finally, you should investigate your back-up softwares ability to do incremental forever inside the VM using features likeSynthetic Full Backups from CommVault, Saveset Consolidation from EMC Corp.sNetWorker, Progressive Incrementals from IBM Corp.s Tivoli Storage Manager andSynthetic Backups from Symantec Corp.s Veritas NetBackup.

If, after using these techniques, you still have resource-contention issues insidethe virtual server when youre backing up its guests, you should consider moreadvanced methods such as VMware Consolidated Backup (VCB), esXpress fromPHD Technologies Inc., vRanger Pro from Vizioncore Inc. or using a snapshot-based filer thats VMware-aware.



4. overuse of custom scriptsCustomization comes in a variety of flavors and can be a good thing.It can make your backup system do something it wasnt originallydesigned to do, allowing you to work around limitations. But customizingyour backup process can also create extra work and make thingsmuch more complex.

Backup administrators good at shell or batch scripting can createprograms that help them automate certain tasks. One customer Ivisited had 150 custom scripts written around their backup system. Theproblem with this kind of customization is that its hard to maintain andeven harder to pass on to the next backup administrator. Administratorswho create too many scripts may find themselves stuck as the backup

person because no one wants to take on and maintain all of those cus-tom scripts.

Another way customization manifests itself is in unique backupconfigurations. Instead of having a standard backup configuration for everyone, some environments create custom backup configurationsfor each customer that requests one. For example, For this server,were going to back up only the F: drive and well do it only on Thursdaynights from 3:00 am to 4:00 am. Besides making things much morecomplex, this kind of customization also goes against the way mostbackup software is designed. Backup software is designed to shareresources and automatically send things to the right resource as it

becomes available and as priorities dictate. Unique backup configura-tions drastically reduce the overall utilization of all resources by notallowing the backup software to do its job.

Overcoming this problem is relatively simple: Create standard back-up configurations and stick with them. The following is an example of a standard for file-system backups:

All systems back up all drives *Temporary Internet Files*, C:Temp, *.mp3 files are always

excluded All systems receive a full once a month All systems receive a differential/cumulative incremental/level 1

once a week All systems receive an incremental once a day Fulls and differentials will be distributed across the week/month

as dictated by the system load All backups occur between 6:00 pm and 6:00 am

Deviations from this standard must be justified by business reasonsand approved by a business unit manager who will receive a charge-back for the extra cost involved in such customizations.

Regarding custom scripts, the best thing to do is to consult the forumsand mailing lists for the backup software youre using to find out if

anyone has discovered another way to meet your requirement withoutcustom scripting. Software updates often fix such problems found in

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earlier versions, but people frequently stick with their old ways simply

because its what they know.Finally, if the software youre using cant be made to do what youwant it to do without all of those custom scripts, perhaps its not theright backup software for you and another backup application wouldwork for you right out of the box. Although changing backup softwarepackages should be considered a last resort, it may actually be thebest option in some cases.

5. unencrypted dataNews reports of lost or stolen tapes have become more frequent. Most

states now require public notification of such a loss. Regarding personaldata, however, theres a moral obligation to keep it safe that goesbeyond the risk of public exposure. According to CBSnews.com, apersons identity is stolen every 79 seconds. And a Gartner Groupstudy reveals that one in 50 people have suffered from some type of identify theft. Given the incredible popularity of this crime and thehuge impact it has on those targeted (you could be the next victim),do you want it to be your backup tape that helps some identity thief?

There are two solutions to this problem. First and foremost, encryptyour backups. There are a number of ways to encrypt data, such asusing backup software encryption and encryption engines built into

fabric switches, tape libraries and disk drives. The second solution isto not ship tapes offsite but to use a disk-based deduplication backupsystem that replicates your backups offsite. If you still want to maketapes, make them at your offsite location.

In my opinion, anyone in management who refuses to fund thesecurity of backups should be relieved of their duties, and very well

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WHAT ROLE DOES DEDUPLICATION PLAY?

WITHOUT DEDUPLICATION , the use of disk in the backup system is relegated to storingonly one or two nights worth of backups in a process known as disk staging, as back-ups are staged to disk before they go to tape. This helps backups but doesnt helprestores, as many restores will still come from tape.

Dedupe allows you to store several weeks or months of backups on the same diskthat was previously storing only one or two days worth of backup. Keeping moredata on disk allows for much faster restores for all data, not just the backups madein the last few days.

Deduplication can also help you get data offsite without shipping tapes. Becausethe dedupe system stores only the new, unique blocks every night, backups can bereplicated offsite, allowing you to have onsite and offsite backups without touching

a tape.



could be if things go wrong. Make sure that person isnt you. If your

company is shipping unencrypted backup tapes with personal informa-tion on them, you should immediately notify your superiors in writingof the seriousness of this problem and request a project to solve it.Document your request and the response, especially if its a negativeone. Continue to make yourself a pain until they solve the problem or give you another job; you dont want the job of enabling identity thieves.

In sum, while some of these solutions may be simpler than others,a lot of what you can do to make your backups better comes down tounderstanding the limitations of what youre using and knowing howto document and improve your backup processes. Sometimes it paysto spend money on specialized backup tools that provide a clearer

view of your backup environment.2

W. Curtis Preston (a.k.a. Mr. Backup) has been singularly focused on databackup and recovery for more than 15 years. From starting as a backupadmin at a $35 billion-dollar credit card company to being one of the mostsought-after consultants, writers and speakers in this space, its hard tofind someone more focused on recovering lost data. He is the webmaster of BackupCentral.com, the author of hundreds of articles, and the booksBackup and Recovery and Using SANs and NAS .

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VTLStorage Essential Guide to Data Backup for SMBs

A VIRTUAL TAPE LIBRARY (VTL)is a major investment. More than that, it needsbe integrated into your data backup system. Here are 10 questions toask a potential vendor to help you decide which VTL is right for you.

DOES YOUR VTL HAVE THE PERFORMANCE I NEED?The purpose of a VTL is to consolidate and speed up backups. If theVTL doesnt have enough horsepower, it becomes a bottleneck rather than an aid to backing up your data. You should find out if it has enoughcapacity to handle your backup needs in a reasonable fashion. You alsoneed to know what your requirements are. You can usually find outwhat you need with network monitoring software.

WHATS YOUR PRODUCT ROADMAP?Will your VTL vendors offerings grow in synch with your enterprises

needs or will you be waiting for the next upgrade while straining to makedue with an outgrown VTL? Responsible vendors will have realistic plans

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purchasingguidelinesBefore you sign on the dotted line,

heres a list of questions to ask your potential vendor before you buy a virtual tape library.

By Rick Cook



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for two or three generations out to help customers plan for the future.

Of course, roadmaps arent cast in stone, but they can give you at leasta general idea of your vendors direction.

DO YOU HAVE ENOUGH CAPACITY, AND CAN I ADD CAPACITY EASILY?There are two broad approaches to building VTLs. Some, like those fromCopan Systems, EMC Corp. and Sepaton Inc. are dedicated appliancescombining disks, processor and software in one package. Others, likethose from CipherMax Inc. and FalconStor Software install their softwareon a dedicated server/disk array. The appliance approach is usually easier to set up but harder to expand. The server/array strategy takes more in-stallation and integration, but it usually easier to expand by adding disks

and perhaps additional processors.This isnt absolute. Not all appliances are hard to expand and not allserver/arrays are harder to install than appliances. Further, unlike a con-ventional storage array, in most implementations, a VTL is an intermedi-ary rather than an end point, and you can increase effective capacity byshuffling the data off to tape more quickly. This can have a significantimpact on how easy it is to add capacity to your VTL when you need it,and you should take that into consideration.

DO YOU HAVE ENOUGH BANDWIDTH?In a typical setup, the VTL is a single point in the backup chain, i.e., the

data to be backed up flows into the VTL from one or more servers and outto one or more tape drives or libraries. If you have multiple servers youare backing up to one VTL, or multiple tape drives, whether in libraries or not, the bandwidth in and out of your VTL can become a performancebottleneck.

WHICH DRIVES, LIBRARIES AND SOFTWARE DO YOU EMULATE?The thing that separates a VTL from an array of disks is that the backupserver and software see it as a tape library. This is the great simplifyingprinciple of VTLs provided the VTL can emulate your particular tapesystem or a system which is supported by your backup software. On the

other end, the VTL needs to output to tape in a form the tape subsystemcan understand. Its particularly useful to have the VTL output in theformat and tape size youre actually using.

WHAT MANAGEMENT FEATURES DOES YOUR VTL OFFER?You want your VTL to be as easy to manage as possible. Ideally, your backup software should be able to handle the VTL directly. However, thisdepends on the capabilities of the backup software. More and more back-up products are VTL-aware for popular models of VTLs.

HOW WELL DOES THE VTL INTEGRATE WITH YOUR BACKUP SOFTWARE?

The main purpose of using a VTL instead of a collection of disk drives is



that it is supposed to integrate seamlessly with your present backup

system. That means playing well with your backup software. In fact, ina well-designed VTL installation, the software doesnt even realize it isnow sending data to an array of disks rather than a tape.

How well this works in practice depends on how well the VTL workswith your software. VTL makers go to great lengths to enable seamlessintegration with the major backup software. You need to make sure thebackup software can keep its catalog in synch with both the VTL andthe tape library.

WHATS THE PERFORMANCE IMPACT OF DATA DEDUPLICATION,COMPRESSION AND OTHER FEATURES?

Increasingly, backup is becoming more than shuffling data from work-ing storage to tape. Compression has been standard on backup devicesfor years, and more and more of them are offering data deduplicationfor an even bigger space savings.

This is great from the standpoint of resources devoted to storingbackups, but it requires processing power and that power has to comefrom somewhere. The processing has traditionally been done either onthe server or on the backup device. A VTL introduces a third item intothe backup chain, and a third place where deduplication and compres-sion can be done.

If youre backing up a lot of data in a narrow window, the perform-

ance impact of these operations can be significant. At the very leastyou dont want them to be any slower than your existing system andideally it would be faster.

HOW DO YOU SUPPORT ENCRYPTION?Encryption is becoming a key feature in backup systems. There areseveral different ways to handle encryption a standalone appliance,at the tape drive, in the VTL and you need to make sure that any VTLyou select will fit with your backup architecture.

You also need to make sure you compress your data before you en-crypt it. Encryption reduces redundancy and makes compression inef-fective. So youre probably going to want to combine encryption andcompression at the same point in the backup chain. Some VTLs offer both encryption and compression; some rely on other parts of thechain to handle both jobs. Either solution is potentially acceptable. Youcan perform encryption and compression at any place in the chain as long as you do them both in the same place.

HOW DO YOU HANDLE DATA PORTABILITY?One of the great advantages of tape is portability. With their relianceon disks, VTLs are inherently non-portable. This is one of the reasons

tape is still the final resting place of data in most systems. This becomes

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important in disaster recovery and it gets especially interesting in a

case where the data is being deduplicated at the VTL.Re-deduplicating the data isnt a problem on a VTL. But so far, dedu-plication is pretty much device (or brand) specific. If you have torestore your deduped data elsewhere, you usually need to have thesame type of VTL at the remote location. 2

Rick Cook specializes in writing about issues related to storage andstorage management.

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CA SMB-Essential-Guide 5.24 Final