How to Generate Open File Report

Open file errors are by far the biggest contributor to failures and resulting low success rates. The idea is to identify files that caused the open file errors, analyze and act towards reducing these errors in turn increasing the success percentage of the account.

This report helps to identify common file naming patterns that can be used to isolate open file errors. Assess the work effort to implement a particular exclude list and to assess the benefit of implementing the derived exclude list. This report is used to show the customer open file errors and work on a mutual agreement on how the handle them.

How to generate the Open File Error Detail Action Weekly Report:SNO ALGORITHM1 The report is generated by logging in to BOCADA reporting tool > Backup

Improvement Report section > BI(7) - Open File Error Details.2 Download the file with csv format and Save the file with .xlsx format2 Three additional columns viz. Owner, Backups Required(Y/N) and Comments are

inserted. 3 The open files are sorted alphabetically. 4 The files are compared with the previous reports and the repeating files are

identified.5 If action has already been initiated a follow-up is done on those actions. 6 If new open file errors are found the owner of those files is found from our

database.7 A request/SR is raised accordingly through email/ticket informing about the open

file errors and to agree mutually on the action to be taken on these files. 8 Either the files are excluded from backup or backup is rescheduled accordingly.9 The report is monitored after the implementation of the action and updated.10 This has resulted in reducing the number of open file errors.

Bocada Reporting tool - Backup Improvement Section - Open file Error detail Report Option Screen shot:

Here is a sample Open file report that is sent to our customer on a weekly basis:

Week04_Open_File_Error_Details.xls

The following request is sent to the owner of the files with the below template:

We need to get approval to exclude some files that are not being backed up during the nightly backups. In reviewing the reports for files that are being skipped or failing to backup we have come up with the following that we need to find out if we can exclude them from backup. Below is a list of Window's file that is in question. The backups reported an error code 4 which usually indicates a partially completed backup.

This occurs most often on hosts that have objects which:• access to the object is denied• object is in use by another process• object has changed during processing

Would you like to:a) exclude these files from the backup b) change the backup scheduled time ie: if there is a process running on the host computer at a specific time, we can change the backup time such that it doesn't interfere with this process. c) back this file up anyway, regardless of whether if it open. (applies to DOS ASCII text files only)Please advice. Thank you.

When to generate the report:

The report provides the list of open file error details for the last 7 days. The duration of this report is shortened so that we get to know the open files errors on a daily basis and initiate action on those files on a daily basis.

Benefit and Mutual agreement with our customer:

After the implementation of this reporting process we have seen considerable reduction in the number of open file backup errors. The Manpower Account Customer is very happy with the steps taken to minimize open file errors. Customer has requested for this report to be send on a weekly basis to track the trend which is now mutually agreed and implemented.