C3H+File+Sharing+&+Backup

Summary
There were comments in late 2006 staff were unable to actually recover a file from backups even though there are regular backups setup by IT Services. Those files were recovered with assistance. Now the C3HUU ITS group is exploring many alternative technologies that are far easier for staff or authorized C3HUU volunteers or committee members to use. C3HUU is now running such an alternative service based on the [|Seagate Mirra Sync & Share Server]. The Mirra Server provides both critical file backup and a dynamic file sharing service which keeps up to 8 versions of files on the server. The Mirra Server is also designed to be a "set-and-forget" technology. Mirra software is now installed on all C3H owned PCs. In addition by the end of 1Q2009, a [|QNAP TS-209 Turbo] was acquired and has now replaced the 5+ year old [|Snap Server 4100] providing archiving space for PC periodic system backups and a shared file "cloud" space for any C3HUU PC users. Details have been posted here on setup and use of Network Attached Storage (NAS) devices at C3HUU.

Because the Mirra Server support has evaporated after Mirra was purchased by Seagate, during 3Q & 4Q2009 many new software tools, hardware devices, and services have been evaluated to provide critical file backup and recovery and, where possible, take advantage of the NAS device installed at C3HUU. It is clear there is no "one software/service fits all" here, so the ITS group is looking at review criteria for this C3HUU Data Backup research which includes:

toc


 * Periodic system (PC) backup
 * can be automated to complete successful backup
 * securely stores data
 * Continual backed of important files created by C3HUU PC users
 * completes successfully, as soon after file creation as possible
 * automated
 * securely stores data
 * simple restore process
 * very low overhead on a PC
 * Optional:
 * Remotely configurable and possibly remote restore possible
 * File versioning: extremely useful for the experienced users, didn't get much use by staff with Mirra
 * Security: how to implement that staff and other authorized PC users will accept? Many large churches or denominations with central authority use common password management (Windows Domain) increasingly fingerprints, voice prints, or badge readers so users don't have to remember passwords.
 * Offline storage (for critical files only) at low cost. The NAS is highly reliable (mirrored, RAID-1), not clear this is a requirement to have a separate off-site storage for critical files, but included in review
 * USB device initiated: plug in a "USB key" or "USB hard disk" and the process takes place. Nice idea, have to test with C3HUU staff for full PC backups.

Getting Started: Mirra
There is a [|great tutorial "Getting Started Guide" and other documents] available online for the Mirra, we've summarized some of that in a Mirra Hints & Tips wiki page. If staff have laptop computers running Windows/XP or Vista or Mac/OS you are welcome to bring them in and we'll show you how to setup the Mirra software to backup your critical files. When Mirra is installed and a laptop or desktop is connected to the C3H network your critical files are backed up to the Mirra Server automatically. If interested, just append a comment here or to the [|C3H IT Services egroup]. Some staff had expressed interest in using the File Sharing feature of Mirra so that they could work on files at home and have them updated on the Office PC automatically when finished.

Under investigation
Other ways to backup and easily restore files as well as complete PC images are under review, including:
 * Online services such as [|iDrive], which can be installed if there is interest ($10/mo)
 * USB device initiated backups as noted above:
 * Clickfree: several versions, all individual workstation file based, but ease of use and recovery is unmatched. Not sure that files can be targeted at a NAS rather than the assumed USB device
 * USB Backup
 * PC Image management software for complete PC restore
 * Retrospect: still installed on all PCs at C3HUU, in need of reset of schedules and targets to the QNAS TS209. Retrospect uses a LOT of CPU and typically takes about 70-90min to run and create a "snapshot" for restore. No incremental cost, but performance is an issue
 * @Norton Ghost: excellent tool, last really usable version (V9) is discounted with new version out that exploits Windows 7. Approx $30/PC. See our page on this tool.

NOTE: if PC seems slow
The Mirra software can sometimes cause a PC to slow down noticably when it is backing up files. We are putting two new programs on the desktop of all C3H PCs: > (Alternative: issue the command 'net stop mirra.service") > (Alternative: issue the command 'net start mirra.service")
 * Stop Mirra Temporarily - click this icon to Stop the Mirra software on the PC for 15 minutes. If you find that something you are doing is taking too long, just click this and it may give you a bit of speedup on the C3H PC.
 * Start Mirra - click this icon to restart the Mirra backup software on the PC. Good to do before putting the PC into Standby or Hibernate mode.

C3H Backup/File Sharing History
Over the past couple of years, we've tried several alternative Backup/Recovery technologies. At present all the C3H PCs are loaded with [|Retrospect 6.5 backup] using the Network Attached Storage server (aka a NAS) to store the backup data. The NAS is currently a [|SnapServer 4100a] which replaced a very functional, but somewhat undersized [|Snap Server 1100] to handle 6 PCs. This in turn replaced a [|Kuro-Box] with 40GB HDD that was temporarily put in place alongside a loaned [|Linksys NSLU2]. The NAS server is in the telecommunications wiring closet as the full backup repository. Works well enough when manually kicked off on each PC, but automating the Retrospect and the NAS filesystem CIFS/SMB mounting has been VERY finicky due to some Microsoft file sharing service limitations. It is hard to completely automate, and a bit difficult to navigate for the staff to recover data. The Snap Server is mainly setup and used by the ITS Group.

Snap Server Setup for Users
See [|page 10 of the Snap Server 4100 manual] for directions on setting up the filesystems that are shared to your C3H userid.

First there was Tape
However this is not NEARLY as finicky as the small Seagate tape autoloader that was the previous backup/recovery device running on a dedicated PC prior to mid-2006. Anyone know of a project wanting a cheap [|Seagate AIT-1 4 tape autoloader]? Unbelievable, these things are selling at many sites for almost as much as we paid for them 5 years ago!

Then there was CDP
The [|Tivoli Continuous Data Protection (CDP)] program was installed on all but the two most recently purchased PCs until late 4Q2008. At the time it was installed, this was early release software and did not require a license. Now CDP is another licensed product that is OK to setup, but explaining where to find files to restore is not so straightforward. When it was time to ante up $45/PC, went looking for alternatives and found the Seagate Mirra server provided greater function at lower cost.

Many other Backup/Recovery alternatives were reviewed including numerous Network Attached Storage (NAS) drives with file sharing software (CIFS/SMB, NFS, ftp), standalone software including [|BackupPC] with and without a NAS or extending [|FreeNAS], [|NASLite], and [|OpenFiler] open source projects. Each of these could provide some of the services sought by C3H staff and users, but expanding function and "simple" file recovery from any combination of these would require a great deal of attention from IT Services volunteers and/or C3H staff.

Then, enter Mirra
Enter the [|Mirra Sync & Share Server] from Seagate, which is a dedicated small form factor PC which sits in a wiring closet and both protects all critical files on any number of PCs attached and makes them available to share between PCs. Any folder (directory) may be shared via very simple, menu driven file recovery and file synchronization software across all PCs at C3H. Seagate also runs an internet service at [|http://mirra.com] which the Mirra connects to for no additional charge to provide a web interface for remote file recovery. The Mirra stores up to 8 copies of every file backed up, so if a staff member inadvertently deletes a document, or messes up a document, a prior version can be easily restored from the Mirra server. If the folder (directory) where a file is stored is shared over the Internet then C3H ITS people can help to recover files as well. This is at the PC user's discretion.

The Mirra Server at C3H has a 250GB hard disk and is always on the C3H network (in the wiring closet on top of the SnapServer 4100a NAS). This device, like the NAS, is always on ready to backup AND share files. There is a [|great tutorial "Getting Started Guide" and other documents] on how to use the device, you don't need any special permissions to set this up to backup a particular folder or folders on the PC you use. With Mirra, you may also set your own password on your own file folder(s) if you wish to start a backup of the folders content and add extra security to the backup process.

At this time, ALL user data from the "c:\Documents and Settings" folder on all the PCs is being backed up to the Mirra Server, which should cover most of the documents C3H staff and other authorized PC users create on the C3H PCs. I have a TODO to get this installed on the Finance PC to backup Logos data too, but just ran out of time each of the past few weeks.

Feedback
Please let the [|C3H IT Services egroup] know of your impression of this software and and what you would like to be able to do with it. Also, please let us know if there is any problem that requires immediate attention related to license key popup menus and prompts that seem related to the installation of this new device or the new feature of licenses suddenly expiring on the CA Internet Suite software.

Cheers de Mark Mark Smith C3H IT Services Architect