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Systems Backup Procedure (IN-PRO-002)

Systems Backup Procedure (IN-PRO-002) - Policies, Administrative, UWHC, Department Specific, Information Services, IS Procedures

IN-PRO-002


Administrative Departmental Procedure
This department-specific procedure applies to the operations and staff of the Information Services
Department of the University of Wisconsin Hospitals and Clinics Authority as integrated effective July 1,
2015.
Policy Title: UW Health IS Systems Backup Procedure
Policy Number: IN-PRO-002
Effective Date: 3/1/2016
Chapter: Information Services
Version: Revision
I. PURPOSE

This procedure describes the backup plans and retention parameters deployed by UW Health IS
when backing up mission critical applications and data.

II. PROCEDURE

A. Health Link Production Database Backup Plan (Cache)

Responsible Team: Health Link Technical Team
Primary Location: 8501 Excelsior Data Center

Backup Type Frequency Media Retention Target Location
Shadow (DR) Real-time Disk Forever
VSP SAN located at
AOB
Shadow (RPT) Real-time Disk Forever
VSP SAN located at
AOB
Shadow (SRO) Real-time Disk Forever
VSP SAN located at
AOB
Full Daily Disk 30 Days
STORserv appliance
located at Excelsior
Incremental
(Journal Files)
Daily Disk 30 Days
STORServ appliance
located at Excelsior
Full Daily Disk 30 Days
Backup appliance located
at 1 S. Park
Incremental
(Journal Files)
Daily Disk 30 Days
Backup appliance located
at 1 S. Park
Full Monthly Tape (LTO6) 12 Months
STORServ appliance
located at Excelsior
Full Yearly Tape (LTO6) 7 Years
STORServ appliance
located at Excelsior


The Health Link production database backup is a real-time shadow copied over to the
secondary enterprise SAN that resides at AOB. The Shadow Read Only (SRO) copy is
available to Operations for reference during HL downtime events. The Reporting (RPT) copy
is used for reporting and Clarity functions. The Disaster Recovery (DR) is a pristine copy
only available to the DBAs. On an annual basis, at a minimum, the shadow copies are
refreshed from the Health Link production database to ensure periodic synchronization with
the source. If desired, the tape backups (or archives) can also be replicated to a tape library
located at 1 S. Park.

B. Clarity Database Backup Plan (Oracle)

Responsible Team: Oracle Database Administrators
Primary Location: 8501 Excelsior Data Center

Backup Type Frequency Media Retention Target Location
Stage 1
Full (RMAN 0) Weekly Disk 7 days Clarity Server
Incremental
(RMAN 1)
Weekly Disk 4 days Clarity Server
Incremental
(RMAN 2)
Daily Disk 2 days Clarity Server
Stage 2
Full Weekly Disk 30 days
STORServ appliance
located at AOB
Incremental (1 or
2)
Daily Disk 30 days
STORServ appliance
located at AOB

Oracle backups are a two-stage process. In Stage 1, a backup is created and written to a local
disk using Oracle tools (RMAN). Due to the size of the Clarity database, there is no
corresponding server at an alternative data center large enough to store the data, so it is
written to the Clarity server. In Stage 2, STORServ copies the files created in stage 1 for
longer term storage. In a worst case scenario, the Clarity database can be recreated from
scratch from the Health Link Production database.

C. PeopleSoft and Other Database Backup Plan (Oracle)

Responsible Team: Oracle Database Administrators
Primary Location:
8501 Excelsior Data Center and AOB Data Center (one server located
at each location)

Backup Type Frequency Media Retention Target Location
Stage 1
Full (RMAN 0) Weekly Disk 7 days Opposite Data Center
Incremental
(RMAN 1)
Weekly Disk 4 days Opposite Data Center
Incremental
(RMAN 2)
Daily Disk 2 days Opposite Data Center
Stage 2
Full Weekly Disk 30 days
STORServ appliance
located at AOB
Full Monthly Disk 6 months
STORServ appliance
located at AOB
Incremental
(1 or 2)
Daily Disk 30 days
STORServ appliance
located at AOB

Oracle backups are a two-stage process. In Stage 1, a backup is created and written to a local
disk at the opposite data center using Oracle tools (RMAN). In Stage 2, STORServ copies the
files created in stage 1 for longer term storage.

D. Non-Horizon Lab Operating System Backup Plan (Oracle)

Responsible Team: Oracle Database Administrators/Server Administrators
Primary Location: 8501 Excelsior Data Center and AOB Data Center

Backup Type Frequency Media Retention Target Location
O/S Bootable
Image
Weekly Disk 14 days
UWHC-Oralogs server
located at 1 SP
Full O/S Weekly Disk 30 days
STORServ appliance
located at AOB
Incremental O/S Daily Disk 30 days
STORServ appliance
located at AOB



E. Horizon Lab Operating System Backup Plan (Oracle)

Responsible Team: Oracle Database Administrators/Server Administrators
Primary Location: 8501 Excelsior Data Center and AOB Data Center

Backup Type Frequency Media Retention Target Location
O/S Bootable
Image
Weekly Disk 14 days
UWHC-Oralogs server
located at 1 SP
Full O/S* Weekly Disk 8 weeks Commvault/Offsite
Full O/S* Monthly Disk 12 months Commvault/Offsite
Full O/S* Semi-Annual Disk 7 years Commvault/Offsite
Incremental
O/S*
Daily Disk 8 weeks Commvault/Offsite
* The directories listed below are excluded from the indicated backups:
• /unixbackup1/uwh-hzl/orabackup – NFS mount point
• /u01/oradata – active database files
• /u02/oradata – active database files
• /u03/oradata – active database files
• /u04/oradata – active database files
• /u05/oradata – active database files
• /u06/oradata – active database files
• /backload.oradata – active database files

F. Netezza Backup Plan

Responsible Team: Health Link Technical Team
Primary Location: 8501 Excelsior Data Center (two Netezza appliances - P12 and P6)

Backup Type Frequency Media Retention Target Location
Full Weekly (Fri) Disk 30 days
STORServ appliance
located at Excelsior
Incremental
Daily (Sat-
Thurs)
Disk 30 days
STORServ appliance
located at Excelsior

All backup data is replicated to a secondary backup appliance located at 1 S. Park.

G. UWMF Backup Plan (Microsoft Windows, Novell Netware, and Linux)

Responsible Team: Server Administration Team
Primary Location: 7974 UW Health Court and other sites (remote clinics)

Backup Type Frequency Media Retention Target Location
Stage 1
Incremental
(OS/File system)
Daily Disk
15-20 days
(90% disk
capacity)
STORServ appliance
located at AOB
Incremental
(OS/File system)
Daily Tape (LTO4) 40-45 days
STORServ appliance
located at AOB
Stage 2
Incremental
(OS/File system)
Daily Tape (LTO4) 60 days
STORServ appliance
located at AOB and then
couriered over to 1 S.
Park for storage

UWMF performed backups are completed in two stages. During stage 1, all incremental
backups are written to disk. When the disk pool reaches approximately 90% capacity,
existing disk backups are written to tape. Disk and tape storage capacity for stage 1 is 60
days. During stage 2, the incremental backups taken in phase 1 are written to another set of
disaster recovery tapes. On a daily basis, these DR tapes are then couriered over to 1 S. Park
for storage (in essence, this provides UWMF an off-site tape for their backups). Tapes are
stored in a secured Data Center. Tapes that have reached their retention expiration are
returned to the AOB Data Center for repurposing. Expired tapes requested by the backup
administrator are returned by a member of the End User Support Team to AOB.
All backups are traditional backups (i.e., client backup agent installed on operating systems).
All backups are incremental backups (the first time an incremental is run is considered a full
backup).

H. UWHC Backup Plan (Microsoft Windows, VMware, Linux, etc.)

Responsible Team: Server Administration Team
Primary Location: 8501 Excelsior Data Center and other sites

Backup Type Frequency Media Retention Target Location
Incremental Daily Disk 30 days
Commvault disk library
located at 8501 Excelsior
Full Weekly Disk 30 days
Commvault disk library
located at 8501 Excelsior
Incremental Daily Tape (LTO4) 60 days
Qualstar Tape library
located at 8501 Excelsior
and then couriered over
to Access Corp for
storage
Full Weekly Tape (LTO4) 60 days
Qualstar Tape library
located at 8501 Excelsior
and then couriered over
to Access Corp for
storage
Full Monthly Tape (LTO4)
365 days (1
year)
Qualstar Tape library
located at 8501 Excelsior
and then couriered over
to Access Corp for
storage
Full Annually Tape (LTO4)
2555 days (7
years)
Qualstar Tape library
located at 8501 Excelsior
and then couriered over
to Access Corp for
storage

UWHC backups are comprised of two processes. The first process backs up data to disk. The
second process copies this disk data to tape at 8501 Excelsior.
Tapes are exported from the tape library, placed into static proof protective bins, and kept in
the secure climate controlled Data Center Operations room until a request for pickup is sent
to Access Corporation (Mon-Fri). The bins are then picked up in the afternoon and
transported to Access Corporation (3700 Commerce Drive). During transport and while
stored, Access Corporation keeps all tape media in a climate controlled, secure environment.
Tapes that have reached their retention expiration are requested to be returned to the
Excelsior data center for repurposing. These tapes are dropped off in the Operation Rooms at
8501 Excelsior by Access Corporation also in the afternoon. The emptied bins are then reused
the next business day to start the process over again.

UWHC backups are a combination of traditional backups (client backup agent installed on
operating systems), VMware backups (vm guests are backed up by groups), and specific
application backups (Exchange email, file shares, Active Directory, NDMP, NDS,
SharePoint, etc.).
III. RELATED DOCUMENTS

UW Health IS Systems Backup Policy

IV. COORDINATION

Sr. Management Sponsor: UW Health IS CIO
Author: UW Health IS Director - Infrastructure
Reviewer(s): UW Health IS Directors
Approval Committee: UW Health IS Directors

SIGNED BY:

UW Health CIO

Revision Detail:

Previous revision: 6/20/2014
Next revision: 3/1/2017