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Backup Recovery Assessment

Identify what your business needs to survive a computer crash.

Find the right backup solution for your business.

TS Tech believes that a good backup system is paramount to the long term success of your business. Businesses buy insurance policies to protect against loss of equipment and even key people,but it is critical to also protect your business against loss of information. Even a non-computerized business can face loss of records in the form of a fire, flood, or theft, but a computerized business also faces the added and much more real threat of equipment failure or accidental deletion. An effective computer network must include a reliable backup solution and will make your computerized business better protected against data loss then a non computerized business that relies on paper records.

TS Tech defines a successful backup recovery as meeting the businesses goals regarding what data needs to be recovered, how quickly the recovery needs to occur, and what functionality is available after recovery.
 
To accomplish a successful backup recovery, it is important to review and understand the capability of your recovery on at least an annual basis. Without this review,a disconnect forms between expectations and reality when it comes to recover data. This disconnect occurs because as time passes business needs change and what was specified when a backup was originally configured may no longer reflect today's business needs. By completing this assessment annually, you are taking steps to ensure that when you need to recover your backup, the data is available in a timely fashion and function.
Three big assumptions to avoid:
- Never assume that everything is being backed up.
- Never assume how quickly recovery will be available
- Never assume that recovery of your backup is a solution for every problem.
The point of this assessment is to clarify expectations and raise questions for discussion before a recovery is needed.

Key Points:

Data Protection vs DRP/BCP

The TS Tech backup solutions discussed in this calculator are not DRP or BCP, but simply a data protection plan designed to be incorporated into a larger plan for DRP as part of your BCP. TS Tech offers consulting services as a separate engagement for DRP and BCP needs. TS Tech partners with third party DRP or BCP specialists that you can engage to assist your business with this important and critical planning. While a DRP or BCP solution is a separate consulting engagement, we strive to empower our customers with a few elements to consider as it relates to planning your data protection solution.The data protection plan is built to address making backups of data to separate media, ensuring the backup is offsite and retaining backup for a specified amount of time. Business continuity is about maintaining data availability while the primary systems have failed. DRP is about returning the system to a pre-disaster state.

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Understanding RTO
The RTO is your recovery time objective. The RTO defines the amount of time after a failure that your business can operate without normal access. If you have an RTO of 48 hours, then your business deeming it acceptable that recovery from a failure could take 48 hours. RTO includes the time it takes to procure, install, and configure hardware and software, plus recover data from backup and restore that data to the new equipment so it may effectively be used.
 
Understanding RPO
The RPO is your recovery point objective. The RPO defines how much historic data you are willing to lose when going backwards in time to the last successful backup. If you have an RPO of 48 hours, then your business is willing to "turn back the clocks" on your data to information from 48 hours before.
Define Whose Clock
 
RTO and RPO must be defined in terms of your business hours, your service providers business hours, or around the clock. Additionally, it is important to clarify priority on RPO or RTO, as often you can recover quickly if you go back further, or you can recover slowly if you wish to recover everything. These discussions and clarifications are best had prior to needing data recovery.
Complete the Backup Recovery Assessment:

Rate yourself on each of the criteria to identify your backup needs. Please place yourself in the mind set that you are facing the "worst case disaster"not the "most likely disaster"you might face when answering each question.

*Email
Password
*First Name
*Last Name
*Phone
*What disasters do you feel you are at risk for? - Select all that may apply, regardless of how unlikely. TS Tech will build your backup plan around the potential threats you are concerned about facing. If you do not select a specific threat, then your backup may not be able to successfully recover should you experience an event of that type.
Lightening
Fire
Flood
Tornado
Hurricane
Earthquake
Volcano
Snow Fall/Extended Blizzard Conditions
Natural Disaster (Other)
Building Structural Damage/Uninhabitable
Building Environmental Risks/Inaccessible
Radiological Event
Flu/Pandemic
Terrorist attack
Vandalism/ Malicious Destruction of Property
Hacking Attack/Disablement of Network
Theft of equipment
Loss of backup equipment
Failure of backup drive/device
Failure of backup equipment (other)
Inability to recover data from the cloud
Inability to recover data from local backup
Lost Backup Passwords
Lost Backup Encryption Keys
Gas Leak/Explosion
Regional Public Safety Threat
Disgruntled Employee
Short Term Power Loss
Extended Power Loss
Internet Service Interruption
Accidental file deletion
Server Hard Disk Failure
User Workstation/Computer Failure
Complete Server Failure
Database Corruption
File Corruption
Incapacitation or death of a critical person in your company
Incapacitation or death of a critical person at your IT provider
*Please rate RTO: - The RTO is your recovery time objective. The RTO defines the amount of time after a failure that your business can operate without normal access. If you have an RTO of 48 hours, then your business deeming it acceptable that recovery from a failure could take 48 hours. RTO includes the time it takes to procure, install, and configure hardware and software, plus recover data from backup and restore that data to the new equipment so it may effectively be used.
*Please rate RPO - The RPO is your recovery point objective. The RPO defines how much historic data you are willing to lose when going backwards in time to the last successful backup. If you have an RPO of 48 hours, then your business is willing to turn back the clocks on your data to information from 48 hours before.
*Please outline the amount of manual interaction in your backup: - What amount of human interaction shall be involved from your team to complete daily backups?
*Please rate the acceptable cost of a recovery event: - When a recovery even occurs, who will pay for it? Enrollment in a support program with TS Tech only covers some recovery events and insurance is left to cover the rest.
*Please rate your feelings toward the cost of testing your backup recovery plan: - The best way to ensure your backup is ready to be used is to boot and test your backup.
Does your insurance policy currently cover recovery work?
Yes
No
Unknown
Does your insurance policy cover temporary equipment?
Yes
No
Unknown
How many hours of down time does your insurance policy allow before it will cover the costs of the disaster? - Some insurance policies do not consider a disaster to be claim worthy until X number of hours have passed. This is an important factor to know about your policy.
*How would you define a successful backup test? - (select all that apply)
Verify that the backup ran on a report
Complete a limited restore of some sample files
My IT provider boots and tests a virtual copy of the server locally in a sandbox environment.
My IT provider boots and tests a virtual copy of the server in the cloud a sandbox environment.
*How often would you like to conduct backup 'fire drills' to boot up and test your backup? - A backup test will start a copy of your backup in a test environment server. This service gives a good indication on how long it would take to complete a real recovery and is an important step in ensuring your backup is ready for action when a real disaster occurs.
*How often do you wish to review your backup plan and reassess these needs? - The best backup is only as good as the technology in use and the age of the plan. How often would you like to reassess the backup plan and evaluate updating backup equipment to ensure your backup is ready for action?
*Please rate your risk tolerance for consecutive failed backups: - From time to time backups fail because of various technical issues until the technical issue is resolved. Backups can fail due to internet speed, hardware issues, and open files preventing backup and other problems. Normally when a single backup fails it is not a major issue because most sites complete multiple backups each day. When a backup fail for multiple days the issue compounds because it breaks your recovery point objective. How many consecutive backup failures are acceptable before notice is sent to you and warnings are issued?
*During a warning event for consecutive failed backups, what action is required? - Consecutive backup failures can quickly snowball into a bigger, more critical issue if not resolved. If you prioritize normal operation over addressing consecutive backup failures you risk a small problem becoming large. If you stop normal operations in order to resolve a consecutive backup failure you are causing downtime. What action may TS Tech take when addressing a consecutive backup failure that falls outside your risk tolerance for consecutive backup failures?
*Please list all the mission critical LOB applications: - A mission critical Line of Business (LOB) application is a program or piece of software that your users require in order to preform normal business operations.
*During what hours is support available for your primary line of business software? - Recovery often requires software companies to be involved. It is important to know the hours your software is available.
*What time measurement shall recovery be based on? - TS Tech is normally open M-F 8 AM to 5:30 PM. Your software support, TS Tech and Hardware warranty support is required for a successful recovery. It is important to have a clear expectation when recovery actions will be occurring.
What functionality do you desire after a backup recovery but before you have returned to normal operations?
*What amount of historical backup data do you want to keep? - The more backup data you retain the greater costs you incur for storage.
*How long would you like to retain intra-daily backups? - Enter the number of days between and 1-365 (Recommended 7)
*How long would you like to retain consolidated daily backups? - Enter the number of days between and 7-365 (Recommended 15)
*How long would you like to retain consolidated weekly backups? - Enter the number of days between and 30-365 (Recommended 90)
*How long would you like to retain consolidated monthly backups? - Enter the number of months between and 1-120 (Recommended 12)
*Do you keep or store social security numbers?
*Do you keep or store patient names and treatment descriptions?
*Do you keep or store credit card numbers?
*Is your business required to comply with any government regulations? - Please list all that apply.
If you require TS Tech to carry a specific dollar amount of professional liability insurance please specify:
*Who is authorized to declare a disaster? - Naming a specific person who can declare a disaster before a disaster makes the actions that follow a disaster clearer. Consider naming two people. Having a named person ensures we are not completing a recovery without authorization.
What is the process for declaring a disaster? - Consider the process involved. At what point is it a disaster that warrants recovery from your backup plan? What actions must occur? What contact if any, needs to be made to the authorities? What notice must be provided to the customers? How do we want to address this for the media? Do you need to contact your insurance company? What other resources need to be secured in the short term?
Who should we call if we detect what we believe to be a disaster?
What public statements need to be made? - Placing a public statement here will allow us to access it for you in the future if your system access is down. You might use this statement as a sign on your door, a voicemail message on your phone line or a note on your website or facebook.
How should employees be notified about the disaster? - Please keep in mind normal channels of communication may not be available during a disaster. If you use email to communicate to employees and your server is down you can’t send email. Cell phones have trouble receiving calls during major localized disasters, etc.
Does your office change your own backup media? If so specify who is the named person responsible for this action? Include contact information such as office/home address , cell phone number, office number, emergency contact number. - This is not TS Tech, it would either be an internal staff member or it is not required when you use the cloud or a fireproof drive for backup. Write NONE.
Does your office manually transport backup media offsite? If so specify the named person responsible for this action, or the name of the courier service in use. Include contact information such as office/home address , cell phone number, office number, emergency contact number. - This is not TS Tech, it would either be an internal staff member or a courier service. This is not required when you use the cloud or a fireproof drive for backup. Write NONE.
Who in your staff should TS Tech work with if we need a staff member to verifying backup tests (fire drills) are successful? - This is not TS Tech, we are looking for the name of an internal staff member.
*Who is authorized to review and modify this plan? - This is not TS Tech, we are looking for the name of an internal staff member.
Who is authorized to make changes to the backup? - This is not TS Tech, we are looking for the name of an internal staff member.
Who is authorized and responsible to purge old backup data and ensure that old media is cycled out and backup retentions schedules are followed? - This is not TS Tech, we are looking for the name of an internal staff member. This person is responsible for the security of retired media, and ensuring that notice is provided to TS Tech when you want to eliminate old backup data.
What would you like included in your backup? - By default, TS Tech looks to backup server data only. If there is other data that you would like to have included in your backup please identify it here by checking off each item.
Primary Windows Server
Secondary Windows Server(s)
Non-Windows Servers
Workstations
Laptops
Mobile Phones Data
Firewall Config
Switch Config
Network Attached Storage Devices
Telephone System
Other Item/Device
What Happens Next? To help you build your data protection plan, TS Tech will evaluate your answers to the questions above and contact you to discuss our findings.
Scalable Backup and Recovery Solutions from TS Tech:
 
Backup & Recovery (BR)
Local Backup Recovery Solution
Backup & Recovery Online (BRO)
Local + CloudBackup Recovery Solution
Backup Disaster Recovery Unit + Cloud (BDRU)
Local + Cloud Rapid Backup Recovery Solution
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