Electronic Data Backup SOP

QUALITY SYSTEM PROCEDURE

ELECTRONIC DATA BACKUP

1.0 PURPOSE

This procedure outlines the periodic backup of electronic data.

2.0 SCOPE

This procedure applies to data stored on IGL’s database and other servers.

3.0 DEFINITIONS

Oracle Export An Oracle database utility used to extract data from the database and save into a file.

Backup Exec The backup software being utilized by IGL

Job Any operation performed within the backup software to backup, restore data as well as utility operations

Month Refers to calendar month. For Example: Month1 is January, Month2 is February and so on.

BACKUP SOFTWARE

The backup and restore of data at IGL are conducted via the use of the Backup Exec software for windows servers.

To execute the Back Exec application, go to Start Programs Veritas Backup Exec for Windows Servers.

In Backup Exec, backup, restore and utility operations, called jobs are submitted to be executed via the Administration console of the software.

After a job has been processed, the job’s results are stored in a job history database. A record of the data that was backed up is kept in Backup Exec’s catalog. The job history is a report of what happened (statistics) during the processing of the job, while the catalog file is the record from which restore selections are made.

BACKUP MEDIA

The backup media are DAT 72 tapes or CD .

Controlled copies of this document are not to be duplicated without the authorisation of the Quality Improvement Officer

STORAGE

1. Oracle data (i.e. exported data) is copied (via batch script) from the Production Database Server to the backup Database and Application Server where it is stored for approximately five (5) weeks.

2. Backup data inclusive of Oracle data is backed up on a DAT 72 tape and stored offsite at Group4 Securicor

a. Daily Backups – There are three (3) sets of five (5) daily backup tapes, which allow at least two (2) months of daily backups to be stored before the data is overwritten.

b. Weekly Backups – There are five (5) weekly backup tapes, which allows at least four (4) to five (5) weeks of weekly backups to be stored before the data is overwritten

c. Monthly Backups – There are twelve (12) monthly backup tapes, which allows at least twelve (12) months of monthly backups to be stored before the data is overwritten

d. Yearly Backups – There are seven (7) yearly backup tapes, which allows at least seven (7) years of yearly backups to be stored before the data is overwritten

e. Database Backups – There are two (2) cold and two (2) hot backup tapes, which currently allows at least twenty (20) weeks of database backups to be stored before the data is overwritten

3. Original software is backed up on CD and stored offsite at Group4 Securicor.

4.0 PROCEDURE

General

1. Backup of data stored on the server is the responsibility of the IT Department.

2. Backup of data stored locally on PCs or removable media (eg. diskettes, USB Drives, etc.) is the responsibility of the author / end-user.

3. Backup data is stored offsite

4. Original software is backed up on CD and also stored offsite at Group4 Securicor


Backup Schedule

Data is backed up to the DAT tapes via the following schedule:

1. Daily – The Monday backup is scheduled to run automatically between 8:00 am and 12:00 noon on Mondays; while the Tuesday through Friday backup jobs are scheduled to run automatically between 4:00 am and 8:00 am on the respective days

2. Weekly – The weekly backup is scheduled to run automatically between 8:00 am and 12:00 noon on Tuesdays; while database backup jobs are scheduled to run automatically between 2:00 am and 6:00 am on Sundays

3. Monthly – The monthly backup is scheduled to run automatically between 12:00 noon and 4:00 pm on the sixth (6th) working day of the month

4. Yearly – The yearly backup is scheduled to run automatically between 12:00 noon and 4:00 pm on the first (1st) working day of November after the close-off of the previous financial year

On demand – CD backups are done when necessary.

Database Backups

Oracle Data Files

Oracle database data backup are done via three (3) methods

1. Offline (Cold) Database Backup – Every first (1st) and fourth (4th) Sunday of each month, the Oracle databases are automatically shutdown and the Oracle database data files (data files and control files) are backed up directly to the DAT 72 tape labeled OFFLINE DATABASE BACKUPS.

2. Online (Hot) Database Backup – Every second (2nd) and third (3rd) Sunday of each month, the Oracle database data files (data files and control files) are backed up directly to the DAT 72 tape labeled ONLINE DATABASE BACKUPS.

3. Export Database Backup – The Daily, Weekly, Monthly and Yearly Database backups are done via an export routine, which compresses the data and creates an export (transportable) file of the data. Two (2) types of exports are done:

a. Full (Weekly, Monthly, Yearly Backups), where all data and database structure are exported

i. Weekly exports are initiated automatically at 2.00 am every Saturday

ii. Monthly exports are initiated automatically at 4.00 am on the sixth (6 th) working day of every month

iii. Yearly exports are initiated automatically at 12.30 am on the first (1st) of November


b. User (Daily) export, where the data belonging to the user/owner of each of the Oracle applications is exported. This export is initiated automatically at 2.00 am daily.

Backup of Other data

In addition to the Oracle database data, the following data are also backed up Daily, Weekly, Monthly or Yearly on the DAT tapes:

Exchange Server Mailboxes (Email) Exchange Server Public Folders Users’ Home Folders on the Exchange Server Budgets, HR_APPS, Human Resources, Strat Plan and Air Liquide Delivery

folders all on the Exchange Server Maximo program files Qpulse (Quality), ACE2004 (Customs) program and data files MYOB Accounting company file (which includes all data) for both NM

Petrochemicals Services Limited and Trintogas Carbonics Limited Call Tracker (Call Accounting) database and reports Information Systems procedures


LABELING OF BACKUP MEDIA

When the backup is completed, the tape is placed in the case and labeled with the name of the tape and the return date for the tape to be brought back to IGL

1. Daily DAT tapes are labeled using the first letter of the day, year (YYYY), month (MM), Day (DD) and tape number. Eg. M2007011511 (Monday, 2007, 01st Month, 15th day, tape 1 of 1). There are three (3) sets of daily backup tapes for each working day of the week. For example, Mondays will have Monday1, Monday2, Monday3, etc.

2. Weekly DAT tapes are labeled using WK week number, year (YYYY), month (MM), Day (DD) and tape number. Eg. WK32007012311 (WK, 3rd week, 2007, 01st Month, 23rd day, tape 1 of 1). There are five (5) weekly backup tapes for each of five (5) weeks. For example, Week1 is for the first week of the month; Week2 is for the second week and so on.

3. Monthly DAT tapes are labeled using MTH, month number, year (YYYY), date of backup (MM), Day on which backup was done (DD) and tape number. Eg. MTH12007020811 (MTH, 1 or January, 2007, 2nd Month, 8th day, tape 1 of 1). There are twelve (12) monthly backup tapes for each Month of the year. Tape Month1 is for the first month or January; tape Month2 is for the second month or February and so on

4. Yearly DAT tapes are labeled using YR, year (YYYY), month (MM), Day (DD), and tape number. Eg. YR2006101011 (YR, 2006, 10th Month, 10th day, tape 1 of 1). There are seven (7) yearly backup tapes. Tape Year1 is for the first year; tape Year2 is for the second and so on

5. Offline Database DAT tapes are labeled using coldbkup, year (YYYY), month (MM), Day (DD) and tape number. Eg. COLDBKUP2007010711 (COLDBKUP, 2007, 01st Month, 07th day, tape 1 of 1).

6. Online Database DAT tapes are labeled using hotbkup, year (YYYY), month (MM), Day (DD) and tape number. Eg. HOTBKUP2007011411 (HOTBKUP, 2007, 01st Month, 14th day, tape 1 of 1).

DELIVERY & RETRIEVAL OF OFFSITE TAPES

1. A delivery note is filled out indicating the name of the tape being delivered and the return date for the tape to IGL

2. The delivery note book and tape are placed at the receptionist’s desk for Group4 Securicor to collect and sign for delivery of tape

3. The receptionist collects the returned tape from Group4 Securicor, signs their receipt note and sends the returned tape, the signed IGL delivery note book and the signed Group4 Securicor receipt notes to the IT Department.

BACKUP LOGS


A log (stored in Microsoft Access) for the daily, weekly, monthly, yearly, database and CD backups located on the server under \\Db2\backuplogs is updated continuously by the persons responsible for the backup. Backup re-testing details are also entered in the Backup logs

BACKUP RE-TESTING

The integrity of the data (Oracle data) stored in the export folders on the servers or that of the data stored on the DAT 72 tapes is ensured through monthly restoration tests and the results are entered in the backup log. The backup retests are done via the following schedule:

Daily backup retests are done on the first (1st) week of each month

Weekly backup retests are done on the second (2nd) week of each month

Monthly backup retests are done on the fifth (5th) working day of each month


NOTES:

a. Backups and backup retests are performed by all personnel in the IT Department in the following order (i.e. Database Administrator, Network Administrator, Information Technology Manager)

b. The backup DAT tape must be placed in the drive prior to the time the automated job has been scheduled to run

c. In the event that the DAT tape drive on the production server is not functional, then the tape drive on the demo server can be utilized for the backup

d. In the event that a tape is not delivered as per the specified date or a specific tape or CD is required, the vault at Group4 Securicor can be contacted to organize retrieval of said tape or CD.

e. The Backup Exec software automatically emails all persons within the IT Department whenever a backup job begins or terminates (whether successfully or not). The email of the completed backup consists of the following:

i. Date and time that the backup startedii. The Tape drive in which the tape was loadediii. The Tape Label. Eg. Monday1iv. The date and time until which the data cannot be overwrittenv. The type of backup. Eg. Daily, Weekly, Monthly, etc.vi. Media Operation – Whether appended or overwrittenvii. Whether ‘Verify after backup completes' option was selectedviii. For each server or computer being backed up

1. The number of files backed up 2. Total file size 3. Time taken to backup

ix. List of all files backed upx. Job completion statusxi. Any exceptions from the backup


5.0 REFERENCES

1. Clause 4.2: Documentation Requirements

2. Clause 6.2: Human Resources

3. Procedure - Management Review: QP2-2

6.0 EXHIBITS

None

7.0 QUALITY RECORDS

1. Backup Logs

2. Backup Retest Logs

8.0 RESPONSIBILITY

The Database Administrator is the person responsible for ensuring that all backups are completed successfully and that the tapes are placed at the receptionist for collection by the offsite backup service provider – Group4 Securicor.

Once the Database Administrator is absent or unavailable at the scheduled backup time, then it is the responsibility of the Network Administrator to ensure that the backups are done at the specified time.

The Network Administrator is the person responsible for ensuring that all backup retests are completed successfully.

Once the Network Administrator is absent or unavailable at the scheduled backup retest time, then it is the responsibility of the Database Administrator to ensure that the backup retests are done at the specified time.

In the absence of or unavailability of the Database Administrator and the Network Administrator, then it is the responsibility of the Information Technology Manager to ensure that the backups and retests are done at the specified times.

The Information Technology Manager is responsible for ensuring understanding and effective implementation of this backup and retest procedure.


Documents

Electronic Data Backup SOP