WHAT’S YOUR BACKUP PLANTM
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from AvePoint, Inc.
Leading Provider of SharePoint Centric Solution
• Leading provider of SharePoint data backup, migration, archiving,
administration, replication, and disaster recovery solutions
• Managed Microsoft Gold ISV Partner (top 1% of 30,000 MSFT ISV partners)
• OEM relationships with IBM (TSM for SharePoint) and NetApp
(SnapManager for SharePoint)
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Largest Independent SharePoint Development Lab
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Agenda
• Considerations for SharePoint Backup
• DocAve 5.0 ‐ Business Process Driven Protection
• Full‐Spectrum Data Protection
• Summary and Takeaways
• Considerations for SharePoint Backup
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Backup Best Practices
• Site level is the easiest to manage
– Sites usually have specific uses (team, project, meeting, etc.)
– Rank can be determined at the time of site creation request
• Base rank on business importance
– High – Critical content
– Medium – most SharePoint content
– Low – Information also stored in other locations
• Periodically review ranking
– A project site may be important today, but what about when the project is complete?
– Look out for “everything is critical” users
– Compare usage versus importance for any site ranked as High
Develop a ranking system for SharePoint sites
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Backup Best Practices
Base your backup strategy on your rankings
• Set SLAs based on rank
• Test restores at every level with whatever backup strategy you choose
• Consider building topology based on site criticality and ranking, but be warned that you will never get this right
• With default tools, all it takes is one critical site to make an entire content DB critical
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Backup Strategies Example
Ranking Example, Sales Department sites
High Medium Low
•Sales Leads and Customer Info•Contracts•Budget tracking
•Pricing Sheets•Sales Presentations•Marketing events and info•Competitor analysis•Daily and weekly reports
•Policy documents•Training documents•Team Bulletin Board•Pictures from events
How should we handle backups in this example?
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Backup Criteria To Consider
Full fidelity of original dataEnsure that all content remains associated with its preserved metadata and version histories. No jeopardizing of data integrity or falsification of records
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Granularity of backup and recoveryAbility to backup and recover only what is deemed necessary, rather than depending on full database backups
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3Flexibility of schedulingAbility to efficiently discriminate data – schedule according to business needs and frequency of content updates
4Full coverage of all SharePoint farm‐level componentsInsure all levels of your SharePoint components against unforeseen disasters and easily recover an entire farm
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Backup Strategies Example
How should we handle backups in our example?
• No granularity on backup/restore, likely limited to daily backups
• Does not protect other SharePoint components
• Backups will be large, restore can be time consuming
• How well do DBA’s understand the business needs?
SQL Backup?
STSADM?• Can be used to cover High sites• Granularity of restore and metadata still an issue• You will still likely need a daily SQL backup to cover
the rest• Issues for sites above 5GB and customized sites
The right tools allow you to match backup strategy to business importance
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Backup Strategies Example
• Different backup plans for each levelHigh Medium Low
•Sales Leads•Contracts•Customer information•Budget tracking
•Pricing Sheets•Sales Presentations•Marketing events•Competitor analysis•Daily and weekly reports
•Policy documents•Training documents•Team Bulletin Board•Pictures from events
Plan 1 Plan 2 Plan 3Daily Full Weekly Full Monthly FullHourly Incremental Daily Incremental Weekly Incremental
Match backup strategy to business importance
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Backup Best Practices
Business importance is only half the picture
• Some critical content may not be very active
• Some critical content may be very active and changing frequently, and should be covered with an aggressive schedule
• The same may be going on across all levels
• An active site of the same rank should be backed up more than a less active site of the same rank
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Backup Best Practices
Use rankings and change frequency to build a criticality matrix
Change Frequency
HighMultiple times/day
Daily Backup WikisSupport FAQs/ReferencesDocument Libraries etc.
Hourly BackupOngoing projectsActive meeting sitesetc.
Hourly BackupSales leadsCustomer recordsetc.
MediumOnce/day to multiple times/week
Weekly BackupSupport User GuidesTraining MaterialsBlogs
Daily BackupTime SheetsPrice SheetsOther meeting sites etc.
Hourly Backup Financial reportsDaily sales reportsetc.
LowOnce/week or less
Weekly BackupHR employee guidesPersonal sitesVacation Policies etc.
Weekly Backup Marketing brochuresSales materialsPre‐sales literature etc.
Daily Backup Annual reportsMo. sales reportsBoard reports etc.
Low Medium High
Business Importance
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Backup Best Practices
Backup Plans
Daily FullHourly
Incremental
Weekly FullDaily
Incremental
Weekly Full
Pool 1
Pool 2
Pool 3
SharePointEnvironment
Storage Pools
Use Backup Plans to manage storage
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© AvePoint, Inc.
Agenda
• Considerations for SharePoint Backup
• DocAve 5.0 ‐ Business Process Driven Protection
• Full‐Spectrum Data Protection
• Summary and Takeaways
• DocAve 5.0 ‐ Business Process Driven Protection
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DocAve 5.0, Classic Mode
Granularity of Backup
• Backup anything down to a single item
Flexibilityof Backup
• Settings• Storage location• Schedule/interval• Backup type
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DocAve, an integrated software suite
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DocAve 5.0 Global Settings
Control Panel
Data Management | Data Security, Retention, Storage
Control Services | Server & Agent Monitors
Reporting | Logging, Email notifications, MOM/SCOM integration
System Management | Accounts and Permissions
License Management | Online license and patch deployment
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DocAve 5.0, Can We Make It Even Better?
• How can you reduce time needed to build backup plans?
• How can you streamline (and eliminate) the periodic review process?
• How do you make sure new content is properly covered?
• What if you could automate the process?
– Set up the rules
– Let the software manage the operations
– Monitor it all via a single interface
This is an ideal strategy, but can we make it even more powerful?
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DocAve 5.0
Set the site importance, in SharePoint
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DocAve 5.0
Set the site importance, in DocAve
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DocAve 5.0, Business Intelligence Mode
Allows content to be backed up based on its
importance and activity level
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DocAve 5.0, Business Intelligence Mode
Not all data is created equal! Customize
backup matrix based on
deployment needs
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DocAve 5.0, Restoring Data
Point‐in‐time browsing for a more intuitive restore process
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© AvePoint, Inc.
Agenda
• Considerations for SharePoint Backup
• DocAve 5.0 ‐ Business Process Driven Protection
• Full‐Spectrum Data Protection
• Summary and Takeaways
• Full‐Spectrum Data Protection
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© AvePoint, Inc.
Backup Strategies
• Search and Index databases
– How long does it take to index your environment?
– How long can you live without search?
• Custom Web parts
– How important are they to the functioning of your environment?
– How long will they take to reinstall and configure?
• Other SharePoint components
– IIS Settings
– Shared Services
– Configuration Databases
What else do you need to worry about?
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SharePoint Components
Webparts
CustomSolutions
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SharePoint Data Protection Ring
Real‐Time High AvailabilityFull Spectrum Backup and Recovery
Full Fidelity Backups of Core Data:‐ Site‐ Sub Site‐ List‐ Library‐ Item‐ Document‐ Document Version
Continuous Replication:‐ SQL Server ‐ Virtual Server ‐ Content Databases‐ Centric tree‐mode viewing‐ SQL Mirroring‐ Log ‐ Shipping
Full SharePoint Platform :‐ Farm configuration‐ Customized Web Parts‐ Site Definitions‐ Search Index‐ Files Systems‐ Job/App‐ SQL DB’s
Configuration Replication:‐ SSP ‐ SSO
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System Architecture Needs
• Front End Web Servers
– How will the user access the backup manager?
– What happens if the web server becomes in accessible?
• Job Servers
– How many servers will be responsible for running the backup job?
– Will backups still take place if the job server is lost?
• Media Agents
– How will users retrieve their data in the event of the loss of a Media Server?
– Will backups still take place if a media server is lost?
What are the single points of failure in a backup system?
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Distributed System Architecture
SharePoint Agent
SharePoint Agent
SharePoint Agent
SharePoint Agent
SharePoint Farms
Auditing Service
Media AgentMedia Agent Media Agent
Virtual Storage Devices
Web Service
Web Service
Web Service
Web Service
Front End Web Services
Job Service
Job Service
(Active)
(Standby)
Job Service Cluster
Media Agents
DocAve Manager DocAve SharePoint Agents
LocalCache
LocalCache
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Distributed System Architecture
• Front End Web Servers
– Multiple server agents allow for continuous access to Job Servers
• Job Servers
– Multiple job service agents run in high availability mode, switching to standby services in the event of a failure.
– No interruption of DocAve plans
• Media Agents
– Load balanced media agents accessing storage space
– Allows you to run multiple backup plans
What are the single points of failure in a backup system?
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© AvePoint, Inc.
Agenda
• Considerations for SharePoint Backup
• DocAve 5.0 ‐ Business Process Driven Protection
• Full‐Spectrum Data Protection
• Summary and Takeaways• Summary and Takeaways
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© AvePoint, Inc.
Summary
Business Continuity
• All mission‐critical information is kept intact
• Folder structures, metadata, securities, etc. all retained with full fidelity
Business ProcessData Protection
• Proven, mature backup, disaster recovery framework
• Plan backup strategy according to business criticality
• Improve IT productivity
• Protect entire platform, sites, sub‐sites, or just content items
• Plan backup jobs according to business needs or organizational timetables
Flexible Deployment & Scheduling
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