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Binder Table of ContentsLast Updated: ____________
Binder Tab: Table of Contents
Binder Tab: Tech Notes
Fix-It List Priorities Fix-It Request List Notes Sheet Tech Notes / Event Logs Backup Log
Binder Tab: Network Specifications
Network Diagram Network Summary Shared Resources Exchange Specifications Server Software Specifications IP Address Allocation Router Configuration Firewall Configuration
Binder Tab: Machine Specifications
Machine Specs
Binder Tab: Users / Products
Product Info Users Internet Domain Registrations
Binder Tab: Forms
Forms Backup Procedure Backup Log Backup Labels Fix-It Request List Machine Spec Sheet Monthly Maintenance Checklist Password Policy Notes Sheet Users Sheet
Fix-It Request List
For:
Priority Date Problem Comment/Completion Notes
Fix-It Priorities
Memo
You determine the priority of each task. You may wish to assign different priorities to the items on this list. Note that this is a 4-point scale. Here are some guidelines for assigning priorities. Most desktop issues are priority 3 or 4.
Please use these criteria when assigning new tasks. Note that you will never “assign” a Priority One. Priority One tasks assign themselves when an emergency happens.
Priority 1: These items are of Critical Importance. Until this is fixed, a system is down and the company is losing money. E.g., server will not boot up. This is an emergency.
Priority 2: High Priority – Very Important. Until this is fixed, work is being interrupted or not flowing the way it should. Some equipment or sofware is unusable. Affects productivity.
Priority 3: Medium Priority – Important. A problem needs to be fixed but work can continue.
Priority 4: Low Priority – Annoying. These are things that should be fixed while doing other work or when everything else has been completed.
Backup RecordCompany:Company Name
Note: Date is the date the backup begins
Notes For:
Date Notes Tech
Network SummaryCompany: Company Name
________________________________________________________________________ISP: Name:
Tech Support Phone Number:
Circuit ID or Account #
Router IP Address:
Router User / Password:
Notes:
Firewall IP Address:
Firewall User /Password:
Notes:
LAN IP Address Range:
WAN/Public Address Range:
Notes:
Desktop Configuration:-DNS 1 & 2:-Default Gateway:-WINS Server:
Domain Controller:-Name:-IP Address:-Administrator Password
Network Printers:
-Name / Make / Model / IP Address / Physical Location
-Name / Make / Model / IP Address / Physical Location
-Name / Make / Model / IP Address / Physical Location
Notes:
Backup Software:-Brand-Version
Notes:
Shared ResourcesCompany:_Company Name__
Date:_______________
Data Shares and Shared Printers*Description Server Physical Location Access Groups Permission
Example Primary Public Folder Server1 d:\data Domain User Change
Domain Admins Full Control
*A “Shared Printer” is one that is physically attached to a computer (server or workstation) and shared on the domain/network. This is managed very much like a data share. This is different from a Network Printer, which is connected directly to the network. Generally speaking, users can print directly to Network Printers. If you have a large enough printer demand, you may manage a Network Printer through a server, in which case it appears to users as a Shared Printer. This is becoming less useful as printer memory and self-management increases.
Network PrintersDescription PortType IP Address Access Groups Permission
Example HP 4600 JetAdmin 192.168.1.10 N/A Print All
Exchange SpecificationsCompany:_Company Name___
Date:_______________
Organization Name:
Administrative Groups:-First Administrative Group:
Servers:--
Domain Name:
Administrative Password:
Active Directory Password:
Notes:
Server Software SummaryCompany:_Company Name____
Server Machine Name:
Operating System:
Backup Software:-Notes
Defragmentation Software:-Notes
Anti-Virus Software:-Notes
Other:Description:
--Notes:
Other:Description:
--Notes:
Other:Description:
--Notes:
Other:Description:
--Notes:
Notes:
IP Address AllocationCompany:__Company Name__
Date:_______________
This is an overview of how IP Addresses are allocated in the organization.
Network and Subnet: _______________ / _______________
IP Address Range Used For …From To Network Equipment
Servers
Printers
DHCP Range – used by desktop machinesThese are allocated by the (Server)(Router)(Other:____________)
RAS IPs (allocated by _____________)
Hosts file contains: For Use by ______________________________
IPs: Hard-Coded IP Address AllocationCompany:_Company Name___
Date:_______________
The Following Devices have a dedicated IP Address:
Network and Subnet: _______________ / _______________
IP Address Used For …
Router ConfigurationCompany:_Company Name__
Date:_______________
Router:_______________________________Serial Number:___________________Firmware Version:________________Username: ______________________ (case sensitive)Password: ______________________ (case sensitive)
ISP:__________________________________Contact:_________________________/______Ph:_________________________Information needed for ISP Security:____________________________________PPPOE or other username:____________________________________________Password:_________________________________________________________
Telco Circuit Number:___________________
WAN gateway: ________________________/_______________255.555.255.________Router WAN Address:__________________/________________255.255.255.________Router LAN Address:__________________/_________________255.255.255.________ISP-assigned DNS 1: ____________________ DNS 2: ______________________
Notes:
Firewall ConfigurationCompany:_Company Name__
Date:_______________
Firewall:_______________________________Serial Number:___________________Firmware Version:________________Username: ______________________ (case sensitive)Password: ______________________ (case sensitive)
Firewall Managed By:__________________________________Contact:_________________________/______Ph:_________________________Information needed to Contact Security:_________________________________
Firewall gateway: ____________________________/__________255.555.255.________
Firewall WAN/untrusted Address:_______________/___________255.255.255._______
Firewall LAN/trusted Address:__________________/___________255.255.255._______
Summary of Settings and Terminology: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Open Ports:
Service Port# From (Public IP) To (Private IP)Email 25 ________________ _____________Email 110 ________________ _____________HTTP 80 ________________ _____________HTTPS 443 ________________ _____________DNS 53 ________________ _____________RDP 3389 ________________ _____________Ping n/a ________________ _____________PPTP 1723 ________________ _____________RWW(https) 4125 ________________ _____________Other_______ ____ ________________ _____________Other_______ ____ ________________ _____________Other_______ ____ ________________ _____________Other_______ ____ ________________ _____________Other_______ ____ ________________ _____________
Other_______ ____ ________________ _____________
Machine SpecificationsComputer Configuration Specifications
Machine: _______________________________ Last Updated:_________________
User: ________________________________ Machine was New:_____________
Machine Description:Serial Number:
CPU: /Slot Type:
RAM:
RAM slots:
Operating Systems:
TCP/IP Address:
Hard Drive 0:
Hard Drive 1:
Hard Drive 2:
NIC 1:
NIC 2:
Video Notes:
Sound Notes:
Other:
Other:
Notes:
User RecordCompany:_Company Name _
User User Name Password
Internet DomainRegistration Information
Organization:____________________________________________
Domain Name:___________________________________________Last Updated:__________________
Registrar (e.g., Network Solutions): ___________________________
Admin Account Number / Username: __________________________
Password: ____________________________
Admin Contact: ___________________________________________
Admin Email: _____________________________________________
Admin NIC Handle: ________________________________________
Tech Contact: _____________________________________________
Tech Email: _______________________________________________
Tech NIC Handle: __________________________________________
Billing Contact: ____________________________________________
Billing Email: ______________________________________________
Billing NIC Handle: _________________________________________
Primary Domain Name Server: _________________________ _____________________
Secondary Domain Name Server: _______________________ _____________________
Notes: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Backup ProceduresBackup Procedures for: ______________________
Morning Procedures
The backup should be compeleted when you arrive in the morning. If the tape drive has an eject feature, the tape may be ejected.1) Remove tape from tape machine. Put in new tape2) Log: On the backup Log, note the tape number and related job information.
Tape Rotation
Tapes are not labeled “Monday”, “Tuesday”, “Wednesday”, etc. They are labeled by number. We begin the rotation with the lowest number and use the next-highest number each day. If you always keep 7-10 tapes in rotation, you will minimize the number of times each tape is used. This increases the probability that a backup will be successful.
The tape you remove on … Goes to … And is returned on . . . Monday Offsite Thursday or laterTuesday Offsite Friday or laterWednesday Offsite Monday or laterThursday Offsite Tuesday or laterFriday Offsite Wednesday or later
End of Month
For the lasat backup of each month, use the lowest-numbered available tape (if you used the tape in the last few days it is “not available” for this). When the last backup of the month is finished, label the tap “End of Month __________” (fill in the month). Take this tape offsite permanently and never use it again. Each month you will have one “end of month” tape. The December tape is also End of Year.
Be sure to put the administrator password on the End-of-Month tape as you will need it to restore in case of a disaster.
These end-of-month tapes become your ultimate safety cushion in a disaster. They are also a snapshot of your business and may be handy for financial records, legal records, etc.
Test Restore: At the beginning of each month, it is good practice to take your last backup tape and restore a few files to a temporary directory (you can delete them later). This keeps you familiar with the restore procedure and verifies that you have a working backup.
Weekly Maintenance ChecklistDate: ________________
Tech: _______Date:_______
Client Info: __Company Name _____
Contact : _________________________________
Phone: _________________________________
A. Server 1: Check Logs, Settings NOTE: Record These actions in the Server Log!
Check NT Logs: Application, Security, System, Directory, DNS, File Replication (copy extreme errors into Tech log with Event log #)
Check Exchange Server Logs (C:\program files\exchsrvr\AUGUSTINE.log) Verify incoming, outgoing messages in the exchange SMTP queue
(C:\Program Files\Exchsrvr\Mailroot\vsi 1) Check Web Site Logs (C:\winnt.sbs\system32\logfiles\*.*) Verify that Virus Scanner is working as scheduled
- REED – Symantec System Center (See Antivirus Note in Binder if Any) Check Disc Space on Server
Free Spock C: = ______________ out of __________________Gb Augustine C: = _______________out of __________________Gb Reed C: = _______________out of __________________Gb
D: = _______________out of __________________Gb
Diskeeper Analysis on C: _____________ D:________________
Changes to settings (if any): __________________________
NOTE: Record these actions in the Server Log!
B. Backup
Check Backup Logs Verify Backup: Restore files from Backup Verify Backup: Restore mailbox from Backup Check Backup Procedure Memo and Follow Off Site Practices if Any
C. Updates NOTE: Record these actions in the Server Log!
If important patches or updates have been released, apply them to:Windows OSISA ServerBackup ServerExchange ServerSQL Server Other: ___________________
Run HFNetCheck or Baseline security Analyzer and apply patches as suggested
Run Windows Update Update Virus Signatures on Server Virus program Updates
D. Other
Bandwidth Test http://www.speakeasy.net/speedtest or http://www.cable-modem.net/features/internet_speed_test.html
Download Upload* 1st = __________kb/s 1st = ___________kb/s* 2nd = __________kb/s 2nd = ___________kb/s
UPS Logs and Tests
Monthly Checks – Misc.
E. Troubleshooting, Fixes, Notes, and RecommendationsNote any problems reported by client. Check the “to do” list and verify that all items have been addressed. If there are any recommendations for client based on this monthly maintenance, please list them here.
__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Password Policy
Company: _Company Name _
Domain: _______________________________ Date:________________________
Your Policy Choices Recommendations
Passwords Expire in: _____________________ days 35
Minimum Password Length: _______________ 5-8
Remember: _____________________________Passwords 12
Lockout after: ___________________________attempts 5
Attempts within: _________________________minutes 30
Lockout is for:___________________________ minutes 30
Sample Policy Text:
We have adopted the following password security policy for our company.
User passwords will expire every ____ days. You will get several warnings prior to when your password expires, and you will be required to change your password. All passwords are must be at least ______ characters long, and can include any letters, numbers, and the following characters:
~ ‘ ! @ # $ % ^ & ( ) - _ { }
Please Note: Your Password is case sensitive.
The system will remember your last: _____ passwords so you will not be able to immediately reuse the same passwords. Should you attempt to log on ____ times with the/an incorrect password, you will be locked out of the network for ____ minutes. Should you forget your password, you will need to contact the system administrator to gain access to the network.
