Vision 3 Backup Exec Supplement INPS INPS The Bread Factory, 1A Broughton Street, Battersea, London, SW8 3QJ T: +44 (0) 207 501700 F:+44 (0) 207 5017100 W: www.inps.co.uk
Table of Editions and Contents Date Version Contents Output 1/12/09 001 Instructions for Backup Exec 12.5 PDF 3/12/09 002 Reviewed Action taken PDF 22/09/10 003 Style updated and Index added. Docx & PDF 23/08/11 004 Renamed and restyled PDF Copyright INPS Ltd 2011
Contents BACKUP EXEC SUPPLEMENT 1 Introduction 1 The Advantages of Backup Exec 1 Tasks for your Backup 2 How to Check your Backup - Straight to Tape Method 4 How to Check your Backup Backup to Disk and then Tape Method 7 INPS Backup Verification Service 9, Weekly and Monthly Tape Cycles 10 Initialising Tapes 12 Caring for your Tapes 14 How to do a Manual Backup 15 Restoring Data 16 Hints and Tips 17 Keeping a Log Book 17 Suggested Template for a Simple Log 17 Index 18 Vision 3 - Vision 3 i
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Backup Exec Supplement Introduction The importance of backing up your computer system cannot be stressed too much. Backup is the process of copying files or databases so that they will be preserved in case of equipment failure or other catastrophe. The retrieval of files that have been backed up is called Restore. In the event of your computer system being stolen or damaged beyond repair, your hardware and programs can be replaced and some data may be available to you from your local Health Authority/Health Board, but any data which is unique to the practice will be lost forever if you do not have a valid backup. Note - Backing up copies the computer systems data, stored on the hard drive, to tape (cartridge) or other media. A repaired or replaced system can then be set up with exactly the same data in existence prior to the disaster. The Advantages of Backup Exec Backup Exec has been chosen as the backup software for your system because of the following advantages: Scheduled backups take place automatically unattended. The backup can be encrypted for security purposes (version 12.5 onwards). Fast retrieval and restore facilities. Self Maintaining. Good Exception Reporting. Vision 3 - Backup Exec Supplement 1
Tasks for your Backup There are two ways your backup could have been set up. To determine which yours is, look at the Job Monitor in Backup Exec. If you see one scheduled backup, your backup goes straight to tape. Backup Exec 12.5 Job Monitor tab with one scheduled backup highlighted If there are two processes scheduled, your system will backup to disk first and then to tape. 2 Vision3 - Backup Exec Supplement
Backup Exec 12.5 Job Monitor tab with two scheduled backups highlighted Vision 3 - Backup Exec Supplement 3
How to Check your Backup - Straight to Tape Method The backup that is run each night on the server must be checked each morning. This can be done by anyone within the practice but it is recommended that it is made the responsibility of a specific staff member so that it is not missed. The Backup Exec screen looks like this: The Job Monitor tab in Backup Exec 12.5 You may find that Backup Exec has been minimised in which case a single click on the icon on the task bar restores the required view. Task bar with Backup Exec 12.5 icon highlighted To check the last backup was completed successfully, look at the Job History which is in the bottom half of the Job Monitor tab. 4 Vision3 - Backup Exec Supplement
The Job Monitor tab with Job History highlighted If the backup has completed with no problems, Successful displays under the Job Status column. Job History with Job Status - Successful highlighted Vision 3 - Backup Exec Supplement 5
If there is a problem with your backup one of the following messages appears in the Job Status column: Completed with exceptions, this means that some of the data was backed up but some was not. Please contact the INPS helpdesk on 020 7501 7105 if this happens. Job History with Job Status - Completed with exceptions highlighted Failed, this means that for some reason the backup has completely failed to work. Please contact the INPS helpdesk on 020 7501 7105 for investigation. Job History with Job Status Failed 6 Vision3 - Backup Exec Supplement
How to Check your Backup Backup to Disk and then Tape Method The backup that is run each night on the server must be checked each morning. This can be done by anyone within the practice but it is recommended that it is made the responsibility of a specific staff member so that it is not missed. The server screen looks like this: The Job Monitor tab in Backup Exec 12.5 You may find that Backup Exec has been minimised in which case a single click on the icon on the task bar will restore the required view. Task bar with Backup Exec 12.5 icon highlighted Vision 3 - Backup Exec Supplement 7
To check the last backup was completed successfully, look at the Job History which is in the bottom half of the Job Monitor tab. The Job Monitor tab with Job History highlighted If the backup has completed with no problems, Successful displays under the Job Status column. Job History with Job Status - Successful highlighted 8 Vision3 - Backup Exec Supplement
If there is a problem with your backup one of the following messages will appear in the Job Status column: Completed with exceptions, this means that some of the data was backed up but some was not. Please contact the INPS helpdesk on 020 7501 7105 if this happens as you want to make sure no vital data was missed. Job History with Job Status - Completed with exceptions highlighted Failed, this means that for some reason the backup has completely failed to work. Please contact the INPS helpdesk on 020 7501 7105 if this happens as you want to make sure you have a restorable backup each night. Job History with Job Status Failed INPS Backup Verification Service A backup is only of any use if it can be restored. If you want to verify that your tapes are readable, we offer a backup tape verification serviceplease contact our Telesales team on 020 7501 7440 for details. Vision 3 - Backup Exec Supplement 9
, Weekly and Monthly Tape Cycles Your backup is configured to run a scheduled backup every night, depending on your practice this may or may not include Saturdays. Each morning check the previous night s backup, remove the previous days tape and put the next tape into the tape drive ready for the next scheduled backup. Store last night s backup securely, either off site or in a fire proof safe. Important Never use the same tape two nights running. The recommended procedure for backup is based upon the industry standard grandfather method which has been modified to suit general practice. This method has three distinct backup cycles. backup. Weekly backup. Monthly backup. It is recommended that yearly backups are also taken and kept, for these extra tapes will be required. You will need ten or eleven (depending on whether you open on a Saturday) tapes to follow the recommended backup pattern. They should be labelled as follows (where xxxxx is your user number). A Monday xxxxx. This should be used every Monday. B Tuesday xxxxx. This should be used every Tuesday. C Wednesday xxxxx. This should be used every Wednesday. D Thursday xxxxx. This should be used every Thursday. E Friday Week One xxxxx. This should be used on the first Friday of the month. F Saturday xxxxx (where appropriate). This should be used every Saturday. G Friday Week Two xxxxx. This should be used on the second Friday of every month. H Friday Week Three xxxxx. This should be used on the third Friday of every month. I Tape 1 January, April, July and October xxxxx. This should be used on the last Friday of the month listed. J Tape 2 February, May, August and November xxxxx. This should be used on the last Friday of the month listed. K Tape 3 March, June, September and December xxxxx. This should be used on the last Friday of the month listed. Note You will need to initialise new tapes before you use them for the first time. See Initialising Tapes. 10 Vision3 - Backup Exec Supplement
Backup Monday Tuesday Wednesday Thursday Friday Saturday Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Tape A Tape A Tape A Tape A Tape A Tape A Tape B Tape B Tape B Tape B Tape B Tape B Tape C Tape C Tape C Tape C Tape C Tape C Tape D Tape D Tape D Tape D Tape D Tape D Backup cycles as follows over a 6 week period Monthly Tape I Weekly Tape E Weekly Tape G Weekly Tape H Monthly Tape J Weekly Tape E If Required Tape F Tape F Tape F Tape F Tape F Tape F Tapes do have a limited life, but it is probably more economical to replace them rather than initialise them again. If a tape is too old you may not be able to restore data from it. Important Always initialise a tape before throwing it away as this will erase any data on it. Vision 3 - Backup Exec Supplement 11
Initialising Tapes It is vital that new tapes are initialised before you use them for the first time. This process prepares the tapes for the backup information. If this is not done your system will not be backed up and you will see a Media Information message on your server the next morning. Unrecognized Media message To initialise a new tape: 1. Put the new tape into the tape drive. 2. Within Backup Exec, select the Devices tab. 3. Select the drive with a left click. Backup Exec 12.5 with Devices tab highlighted Devices tab with drive highlighted 4. Right click and select the Quick Erase option. 12 Vision3 - Backup Exec Supplement
Right click menu with Quick Erase highlighted 5. A Backup Exec warning is displayed. 6. Click on OK to continue. Backup Exec warning 7. The Erase message is now displayed. The details in the highlighted box will be the details of your tape. Erase message with tape details highlighted Vision 3 - Backup Exec Supplement 13
Note - Once the erase process is underway, it cannot be cancelled. Double check the tape you are erasing is the correct one. 8. Click Yes to confirm the erase process. 9. After the job has finished press <F5> to reset the media overwrite time. Caring for your Tapes A cleaning tape should be run through your tape drive each week. Cleaning tapes do not rewind and should only be used until the tape runs out and then replaced. Tapes are very susceptible to magnetic fields and so should never be exposed to them. If a tape does come into contact with a magnetic field, the data on it may well be irretrievable. 14 Vision3 - Backup Exec Supplement
How to do a Manual Backup It is occasionally necessary to do an unscheduled backup. This is known as a manual backup. 1. Put a tape into the tape driver. 2. From the Job Monitor tab in Backup Exec right click on your next scheduled backup. 3. A menu will display. Backup Exec 12.5 with the next scheduled job highlighted 4. Select Run Now. Right click menu with Run Now highlighted Vision 3 - Backup Exec Supplement 15
This will run a backup. Your scheduled backup will still run as normal, so ensure the correct tape is inserted into the tape drive once the manual backup has finished. Restoring Data To restore data from backup tapes please contact the INPS Helpdesk on 020 7501 7105 for assistance. It is vital that any data is restored to the correct drives and the helpdesk can provide a fast and accurate service. 16 Vision3 - Backup Exec Supplement
Hints and Tips Keeping a Log Book A log book is a very useful way to keep a record of computer activity in the surgery. Useful records should always include the date, the time and who did the work. Facts recorded should include the following. What backup was done Who verified the backup log Who has taken what backup software off site What software has been loaded What software has been upgraded Tape cleaning details Engineering visits Replaced equipment Training visits Helpdesk log numbers Unusual computer occurrences Suggested Template for a Simple Log Date Tape No. Back up Type Auto/ Manual Start Time Finish Time Backup Log Verified By: 3/11/09 A Full Auto 02:00 02:50 HCD 4/11/09 B Full Auto 02:00 02:52 HCD 5/11/09 C Full Auto 02:00 02:53 HCD Comments 6/11/09 E Full Auto 02:00 02:56 HCD Tape drive cleaned 6/11/09 J Full Manual 15.30 16:31 HCD Vision 3 - Backup Exec Supplement 17
Index B Backup check if successful... 8 Completed with exceptions... 9 cycles... 10 Failed... 9 how to do a Manual backup... 15 how to do an unscheduled backup. 15 importance of... 1 routine of tapes... 10 Scheduling... 10 Backup Exec advantages... 1 Backup to Disk and then Tape Method... 7 D Backup when to do... 10 Tasks for your Backup... 2 G Grandfather method tape labelling... 10 I INPS tape verification service... 9 J Job History... 8 Job Monitor... 8 Job Status... 8 L Log book... 17 M Monthly backup when to do... 10 R restore data... 16 S Straight to Tape Method... 4 T Tapes cleaning... 14 initialising... 12 which to use... 10 W Weekly backup when to do... 10 18 Vision 3