Remote Backup Virtual Environments

This enhanced Virtual Environment backup service will backup vmdk and VHD files allowing faster recovery as the virtual machine definition and operating system will be backed up (and restored) along with the data.   The WNYRIC Backup Service can be used in combination with an on-site solution to provide additional protection of the backup data.   Backups are automated and scheduled to run on a nightly basis.   Custom schedules may be created if desired. Virtual Environment backups are generally configured to back up all or selected virtual servers. The default policy for data retention (typically 21) provides for files to be available for restore with an unlimited number of file versions allowed during the data retention period.  Any deleted file will typically be retained for 30 days.   Please refer to service code 650.892 for full service details.

A planning meeting is required for a thorough analysis of the district storage and processing demands with the WNYRIC.

If the district has its own firewall, it must open needed ports to allow access for data transfer. District must be connected to the WNYRIC with sufficient network bandwidth to enable timely completion of the backup. Prior restore testing should be done to obtain the approximate time needed.  The district is responsible for data restores and verifying the backup data is adequate for restore of the server. District must define a virtual server at their site for the data mover component.  One per host is recommended.

The remote backup client requires administrator access to the server. District server requires adequate free space to enable restores.

The district must designate a primary contact who will receive error notifications and correct them as necessary. WNYRIC staff may be contacted for assistance. The district must monitor snapshot space and remove if necessary. The district technical support person must work with the WNYRIC to determine what files are necessary to be backed up and must be aware of any restrictions that may prevent a successful backup or restore (open files, etc.).  The district technical support person must work with the RIC to determine the length of time necessary to retain backed up files to provide adequate server restore. The retention value selected must not consume an inordinate amount of WNYRIC storage resources. The district must provide a technical support person capable of installing the backup software on the server. The district is responsible for data restores and verifying the backup data is adequate for restore of the server. The district should notify the WNYRIC for assistance and disable the backup during the restore. The district must either remove data or increase their participation if the backup data storage purchased has been exceeded. It is recommended that  email and file storage quotas are implemented to reduce the storage requirements. The district should notify the WNYRIC in writing of any changes to the target system operating system, drive configuration or application software modification that may affect the remote backup system, and must be aware that hardware or software changes made to the server may necessitate an alteration in the designation of the files needed to be backed up to provide an adequate restore. The district should notify the WNYRIC in writing of any requests to freeze expiration of stored data (Example: ediscovery).

The WNYRIC staff will work individually with requesting districts to determine the most effective implementation for this service. The WNYRIC will send an encrypted copy of the backup each business day to a secure off-site location. The WNYRIC will provide backup client software and assistance with installation and set-up. The WNYRIC will provide end user documentation and assistance for the backup, verification, and restore processes. The WNYRIC staff will monitor all backups for errors, warnings, and missed jobs and will send notification to the designated district contact if any occur. The WNYRIC will monitor the amount of space the backup data occupies throughout the year.  Adjustments of current year participation may be required for backup storage that differ from the initial amount.  If needed, this will occur once annually in November. The district will have the option to adjust participation or reduce data by either altering retention times and file versions or removing data from the backup or server. Any upcoming year's participation increases will be communicated in January.

The remote backup server equipment and software have 24x7 vendor support. The remote backup server equipment is located in a secure data center equipped with 24x7 monitoring, redundant network, and backup power supply.  The backup service staff perform research and testing, attend user group meetings and collaborate with other resources to maintain their technical expertise and utilize best practices for data protection. Staff follow best practices in order to provide necessary security as it relates to the most recent student data security and privacy regulations.

The WNYRIC utilizes cost effective best practices determined by research that allows our experienced and trained technical staff to perform robust testing and support of the WNYRIC network in the areas of security, infrastructure, energy management, virtualization strategies, disaster recovery and business continuity. Therefore, we are able to be a district advocate for vendor contract issues and aggressively negotiate contract pricing and performance terms.

Staff follows best practices in order to provide necessary security as it relates to the most recent student, teacher and principal data security and privacy regulations.

Service Desk can be reached Monday – Friday from 7:00 a.m. – 4:30 p.m. by calling (716) 821-7171, 1-800-872-0780. A representative will be available from 4:30 p.m. through 11:00 p.m. to assist you with calls regarding emergency situations. During all other hours and holidays, a caller will receive important information regarding coverage.