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Online Conference
June 17th and 18th 2015
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7 Steps to a Creating a Successful SharePoint Recovery Plan
June 18, 3-4 pm
Paul LaPorteMetalogix
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Paul LaPorte
Metalogix
Email : [email protected] :linkedin.com/in/paullaporte
Expert in SaaS, hybrid and cloud business models, business continuity, disaster recovery and security
Co-author: RBS for Dummies, 2013 Edition
Former global manager for SaaS solutions at Proofpoint and senior executive of Evergreen Assurance, a pioneer in real-time disaster recovery for mission critical applications
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Wasatch Mountain Ski Club, 1912
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Wasatch Mountain Ski Club, 2011
Online Conference
June 17th and 18th 2015
Change is Inevitable
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Ready for Recovery
• What is your backup strategy or approach?• Do you have a recovery plan?• Have you defined recovery objectives?• Is your plan tested? • Is your backup even tested?
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Recovery – When, Not If
48% of organizations have had to execute their DR plans1
99.7% of SharePoint organizations have had to recover – some frequently2
• From lost or corrupted content, deleted sites, failed hard disks, etc…• And the other 0.3% didn’t understand the question
Organizations experienced data loss or downtime for many reasons3
• 29% due to data corruption• 26% due to accidental user error• 23% due to security breech
3 in 5 companies don’t have a consistent way to measure potential data loss
1. Symantec survey of 900 IT managers, http://www.computerweekly.com/news/2240083547/Disaster-recovery-plans-fail2. 2014 Metalogix Business Continuity Survey750 SharePoint organizations surveyed3. EMC 2014 global user survey, 3,300 businesses > 250 employees
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Learning Objectives
Why a recovery plan is critical to
your job
How to make a successful backup-and-restore plan
What is your peer group doing for
SLAs
What do you do next
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Case Study: Disaster at Sea
• Shipping company• Several planned Dry Dock events • Logistics Application in SharePoint tracks employees as
the travel and work at ports– Supplier Companies and Vendors access to confirm
travel and dates. – Access via Extranet– Company uses this to track and report
• Project was 90% complete. The odd bug and some
identified UI issues remained.
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Case Study: Disaster at Sea
• Line up for internal Governance Review to GO LIVE / Production
• App was not hardened for Back Up or Recovery. SLA was draft
• Non Project rogue employee convinced business unit decided to do POP
• Dev environment received Production traffic Major SharePoint crash• Loss of Time• Loss of Data• Confusion and blame game
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Recover Point Objective (RPO)
• Defined: the maximum tolerable time period in which data might be lost due to a server farm failure
• Example: 4 hour RPO means that SharePoint must be backed at least every four hours
Mission Critical SharePoint Organizations Require More Aggressive Recover Point Objectives (RPO)
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SharePoint Backup Dilemma
Content Grows
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SharePoint Backup Dilemma
Content Grows
Longer Backups
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SharePoint Backup Dilemma
Content Grows
Longer Backups
More Risk of Data Loss
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SharePoint Backup Dilemma
Content Grows
Longer Backups
More Risk of Data Loss
RPO
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Backup Delays Cause Missed RPOs
Time to back up
9 hours
8 hours
7 hours
6 hours
5 hours
4 hours
3 hours
2 hours
1 hour
Recover
Point
Objective
Time to back up 1 TB Content Database
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Backup Delays Cause Missed RPOs
Time to back up
9 hours
8 hours
7 hours
6 hours
5 hours
4 hours
3 hours
2 hours
1 hour
Recover
Point
Objective
Time to back up 1 TB Content Database
Takes up to 8 hours to backup 1 TB database
If RPO is 4 hours, have exceeded SLA by 4
hours!
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Your Role
Disaster Recovery vs.
Backup and Restore
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Recovery Time Objective (RTO)
• Defined: the maximum time allowed for your environment to be restored after an outage or data loss
• Example: 2 hour RTO means that data or farm must be restore within 2 hours of the system outage.
Users/Organizations Demand Low RTO due to Critical Nature of Content.
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Different RTOs for SharePoint
Full SharePoint recovery Access to content vs. Access to SharePoint
Restores Farm Site Item
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Where Do I Start?
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Step 1: Start With Business Goals
• Consolidate and manage all collaboration content in a single application platform
• Enable all users to work together online
• Reign in all unsanctioned content storage
• Minimize downtime and lost productivity
• Add key business partners into workflow
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Step 2: Get an Executive Sponsor
Legitimize
Socialize
Support
Budget
Align
Protect
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Step 3: Define Your SLA
What are your Recovery Objectives? How much downtime per event? How much downtime per month? How much content can be at risk? Which content needs most frequent backups? Which content needs to be recovered the quickest? What does SharePoint downtime cost the company? Do I need to be able to recover SharePoint without dependencies?
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Step 4: Create a Recovery Plan
Documented ownership Tasks Responsibilities Demarcation points Handoffs
A Living, Breathing Document
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Step 5: Analysis Content
Analyze current environment Risk profiles Impact of downtime Content categorization for risk and impact Backup requirements per category
Not All Content is Created Equal
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Step 6: Validate
Documented Signed-off solution Full tested Review cycle
You Want Me to Prove This?
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Step 7: Testing
Change is inevitable Change is often undetected Fire drills detect change Update your recovery plans and processes
Ongoing Testing is Mandatory
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Ongoing Testing is Mandatory
• Only 1 in 4 organizations have run a SharePoint recovery test2
– Half who test don't document the test results
– Only one-third who test determine if they can achieve SLAs – (8% of all organizations!)
• When companies test, 70% do not pass their own tests1
• Only 7.5% of companies tested and were successful in a SharePoint recovery
• >2% of companies tested and required no change to the plans following the test
• 93% of organizations had to change their disaster recovery plans following tests.31. Disaster Recovery Preparedness Council, 2013
2. 2014 Metalogix Business Continuity Survey750 SharePoint organizations surveyed3. http://www.computerweekly.com/news/1280090062/Companies-fail-to-test-disaster-recovery-plans
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Executive Sponsor
SLAs
Document
Risk AnalysisSign-Offs
Fire Drills
Update Plan
Repeat For Success
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BLOBs: The Root of SharePoint Backup Problems
BLOB = Binary Large ObjectBLOB = binary representation of a file stored in SQL Server (content database)
SharePoint content consists of structured data (metadata) and unstructured data
(BLOBs)
BLOBs are immutableBLOBs are created and deleted but never
updated
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Externalizing BLOBs Makes Content Databases Really Small
Time to back up9 hours8 hours7 hours6 hours5 hours4 hours3 hours2 hours1 hour
Recover P
oint
Objective 1 TB Content
Database shrinks to 50 GB
Externalizing BLOBs makes achieving Recover Point Objective easy.
1 TB content database becomes 50GB
BLOBs continuously backed up by StoragePoint
Content DB Automatically backed up by StoragePoint
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StoragePoint Shatters Limitations
Quick install and easy management within SharePoint
Wide range of connectors for on premise and Cloud storage providers
Integrated with SharePoint Backup for lightening-fast backups.
#1 SharePoint Storage Externalization
• Up to 98% reduction in SQL size
• Expand storage and slash storage costs
• Over 100% faster uploads and downloads
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For More Information: 7 Steps eBook
http://www.metalogix.com/Promotions/SharePoint-Backup/WhitePapers-and-ebooks/7-steps-to-creating-a-successful-recovery-plan
.
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What Do I Do Next?
www.Metalogix.com/RecoveryChecklist
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Super, Extra Bonus Material
How Disaster Recovery and Continuity Planning are Changing
with the Cloud
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Key Metrics
• Backup & Recovery– RPO– RTO
• Cloud Service Provider– SLA– Uptime– MTBF – Mean Time Between Failures– MTTR – Mean Time To Recover
• Incident Results– Keep track of these too!
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SharePoint Online Recovery Options
SharePoint Online -- 4 Different ways you recover data
• Using the Recycle bins and version control• Third party tools that can back up your Data• Service request through portal• Make a manual backup of your Sites or Document library
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User Recycle bin (First stage Recycle bin)• 90 Days. Previously was 30 days
Site Collection Recycle Bin (Second stage Recycle bin)• Max time in 1st and 2nd stage recycle bins is 90 days• Also contains deleted Sites
Version Control• Default option is “Off” - good idea to enable it• Versioning takes additional room – but is the best way to get item level recovery.
Take the storage hit• No limit on versions. Deleting (or restoring) one version deletes all associated
versions
Using the Recycle Bins & Version Control
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• If you really mess something up in a Site collection• Microsoft makes backup every 12 hours and
keep it for 14 days• Specify a time range of at least 12 hours• May take 2 or more days for the restore to be performed• Only restore option is a Full site collection restore to the same URL• No restore to a different URL or download backups offline• Important -- changes made after the backup time will be lost!• May be possible to use PowerShell, Set-SPOSite cmdlet to lock site, but will result
in no access for users
Service Request Through Portal
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End-to-End SLA
Know all the players and respective SLAs• Cloud• SaaS• SharePoint Admin• Backup/Infrastructure Team
Administrators who provide service based on a public cloud infrastructure should define SLAs end-to-end
• Winning a disputed SLA claim does not save your job• End users just want to ensure service availability, “It’s there when I need it.”
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Filling In Native Cloud Backup Gaps
Need options to send backup files to another cloud location, such as Amazon Web Services (AWS), Azure, another cloud or customer's on-premises location. Considerations
Backup• Initial backup and restore options to ship physical media overnight to/from the cloud backup facility.• Frequency: based on customer needs, not predefined by MSFT (every 12 hours)• Location: send the backup data to another public cloud provider• Retention: Allow customers to set up their retention based on their business needs instead of a fixed number of days
(such as 14 days or 30 days) • High fidelity backup: more complete protection or advanced backup policy• Limitations due to distance from the cloud data center, network bandwidth and throughput • Source-side deduplication capabilities to help with backup size
Recovery• Self-service restore/recovery: recover faster without delays waiting for SaaS support's response• More restore options: in-place, out-of-place (no overwrites), restore to a different location and restore of selected
versions (instead of all versions)• How long will a restore from the cloud take? Will it meet RTOs?• Restore time determines if a cloud backup strategy needs to be augmented by local disk backup for faster recovery
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Please fill in my session feedback form available from the ‘Session Resources’ tab
on my session window.
Why not join us in October at
7 Steps to a Creating a Successful SharePoint Recovery Plan
