Remote Backup Tips

[MikePeller]

Creating Backup Sets:

Identifying Data for Backup -
Data can be categorized into three tiers: critical (integral to ongoing operations), important (valuable but not mission critical) and archival (required but not typically retrieved).
Let’s take an example of Joe’s Exchange Server. In this case – Exchange Server data, System state and Active Directory can be categorized as being critical data, which should be backed up every day. The same server might host other applications and data which might be critical as well for the customer’s ongoing operations. Typically, 70% of data on a server never change or changes very rarely. There could be lots of old files which are not being used, and might never change but the user wants them backed up. If you (as a provider) have hands on relationship with the customer, the decision on what is critical data (or important or archival data) should be decided by talking to the customer based on what applications his business relies on and what data usually changes, etc. Usually, the customer just wants everything to be backed up. Sure, you can.

Backup Sets -
Once you have categorized data, create separate backup sets based on some rules (as follows).
Create one backup set for critical data. Schedule it for Daily or Monday-to-Friday. Set the start time an hour after business hours, and an attempt window of 6-8 hours.
For Important data – create a separate backup set and set the schedule for once a week or during weekend.
For archival data – create another backup set and set the schedule for once or twice a month.
Depending on what changes daily and what changes rarely, you can split your data into multiple backup sets thus making the backup process less resource-intensive and time-consuming.

Scheduler –
Recommended – Use Windows Task Scheduler option in the Scheduler Interface. Either select ‘Use System Account’ or enter the Administrator’s (or logged in user’s) username and password. The client automatically creates Windows Scheduled Jobs/Tasks for you.
Backup Type -
BitBackup – (Must Read: http://www.remote-backup.com/whitepapers/bitbackup.pdf) If you want to keep a local copy of all data and only want to backup changed bits within the file, choose this method. Keep in mind about the requirements for the local store. Typically, the bitbackup local store requires one-and-half times the disk space as the original data size. So, if the total data comes to say, 10 GB, make sure you have at least 15 GB of free space for the local store. Bitbackup is really more suitable for huge files, like database, PST files, etc which are not practical to be backed up at the file-level on a daily basis. BitBackup by default does a full backup the first time. There is no need to do a first Full backup and then switch to BitBackup.
Recommended –
For Exchange Server data (Mailboxes): Use Incremental Backup. (Use the built-in Exchange Backup Agent to backup all the Mailboxes. Read the Client’s Help/Manual for more information. The agent does a full backup the first time it runs, and then backs up only new exchange emails (or tasks, contacts, etc) . There is no need to do a first full and then switch to Incremental. Just start out with Incremental backup for Exchange.)
For SQL Server (databases): Use BitBackup method. (Use the built-in SQL Backup Agent to backup all SQL databases. If you come across more than one instance of SQL Server installed on a system, you can backup the second instance as well by creating a new backup set for the second instance.)
In the case of Joe’s Exchange Server (per example cited earlier), I would recommend creating two backup sets:
First backup set: Include Exchange (all mailboxes), System State and Active Directory. Incremental backup type, scheduled for Daily backups.
Important Note: For a complete DR solution for Exchange Server, you should also backup System State and Active Directory.
Second (and maybe a third) backup set: For all other data files, documents, etc. Backup Type: Bitbackup or Incremental. Schedule based on importance of data.

Data Retention –
Setting the right data retention settings to start with -
Based on the level of service agreement (SLA) or payment plan you have with the customer, correctly set these options before running the first backup. There is a lot of difference in time taken for backup/sync (especially for sync routines) in setting a retention period of 365 days Vs 30 days.
More info on these settings:
http://remote-backup.com/rbstech/TS100048.HTM

Recommended:
‘Keep Latest Version of All Files Online’ should be turned ON.
Set the ‘Purge Files Older Than’ option to x days. Commonly this option is set to 30 or 60 days. (In some cases, 365 days or longer)

File Selection Method -
There are 3 File Selection Methods – Archive Bit, Modified Date/Time, and Fast Pick. The Selection Method ONLY applies to normal files. The backup agents (Exchange, SQL, Active Directory, System State and SharePoint) do not depend on the File Selection Method.
Unless the end user has another form of backup (like Tape Backups, etc) – always use Archive Bit.
IMPORTANT: First backup using Archive Bit will NOT get all files. You have to run a first FULL backup, and then switch to Incremental backup. This applies to regular files and the not the agents. OR you can right click on the folders (that you have selected for backup) and select the option ‘Set Archive Flag’. If you set the archive flag, then you can start out with Incremental and do not need to run a first Full Backup.
If the end user is using another backup program then –
Choose Modified Date/Time, if the number of files in the backup set is less than 10,000. The first backup using Modified Date/Time WILL select all files. So, there is no need to run a first full backup as in the case of Archive Bit. NOTE: This method is slower than Archive Bit and Fast Pick. The Scanning time increases with this method.
Choose Fast Pick, if the number of files is greater than 10,000. The first backup using Fast Pick method WILL select all files.

Client Checklist:

Temp Path Location –
By default, the client uses the C:\Temp\Rbackup as its Temporary Folder. The client temporarily uses this location to compress and encrypt files. If there is not enough free space on C:\ drive, you should redirect the Temp Path Location to a bigger drive.
BitBackup Reference Path (or Local Store) -
If you are using BitBackup as your backup type, then assign the BitBackup Reference Path correctly. The requirement is one-and-half times the original data size.
Test Connection –
After registering the client, run a Test Connection from the client software. If the Test Connection passes successfully, the client is ready to do backups. If the Test Connection fails, usually the Connection parameters are set incorrectly. (Check the following: Username (logon name), Password, Account Group, Backup Server IP/URL, and Port number)


Personal Firewalls –
If there is a software firewall installed, make sure that rbackup.exe and rbClient.exe are not blocked as that can prevent backups from occurring.
Schedules –
Make sure your schedules are set correctly. If you have multiple backup sets, it is recommended you stagger the start times so they don’t overlap.


First Backup (Copy-To-Disk):

It is recommended to use the ‘Copy-To-Disk’ backup option for the first backup. Since the first backup, in most cases, is huge, it is not feasible to push that amount of data online.
For this procedure, make sure to take an external USB device to your client's site. Once you're there and have the drive plugged up, open the client software. Create your backup set and select files for backup.
Then, go to Run > Copy to Disk. The software will ask you to confirm a location for the backup, so go ahead and select your external USB device. The backup will run just as it would over the internet, except it's going to your local disk, so the transfer times are much shorter. Once the backup is complete, you just take the drive to the Server machine and copy its contents to the client's root folder on the server.