Confidential and Proprietary © Metalogix 1 Paul Director of Product Marketing(410) Backup and Storage Products Metalogix Expert in business continuity, disaster recovery and security Previously Principle strategist and researcher for Continuity Research, a business continuity research and consulting firm Senior executive of Evergreen Assurance, a pioneer in real-time disaster recovery for mission critical applications 7 Steps to a Creating a Successful SharePoint Recovery Plan

Confidential and Proprietary © Metalogix 2 Sound Familiar? I can’t meet my Recovery Point Object My backups take too long My network team controls backups Users complain non-stop

Confidential and Proprietary © Metalogix 3 Backup Emotional Rollercoaster PainFrustration UncertaintyPitfalls

Confidential and Proprietary © Metalogix 4 Learning Objectives Why a recovery plan is critical to your job How to make a successful backup-and-restore plan What is your peer group doing for SLAs What do you do next

Confidential and Proprietary © Metalogix 5 Case Study: Disaster at Sea Shipping company Several planned Dry Dock events Logistics Application in SharePoint tracks employees as the travel and work at ports Supplier Companies and Vendors access to confirm travel and dates. Access via Extranet Company uses this to track and report Project was 90% complete. The odd bug and some identified UI issues remained.

Confidential and Proprietary © Metalogix 6 Case Study: Disaster at Sea Line up for internal Governance Review to GO LIVE / Production App was not hardened for Back Up or Recovery. SLA was draft Non Project rogue employee convinced business unit decided to do POP Dev environment received Production traffic  Major SharePoint crash Loss of Time Loss of Data Confusion and blame game

Confidential and Proprietary © Metalogix 7 What is Your Current SharePoint Backup Strategy? Insta-Poll ⃝ SQL DB backup/SQL tool under my control ⃝ Out of the box SharePoint backup ⃝ System wide backup tool (Symantec, CommVault, …) ⃝ High Fidelity SharePoint backup tool ⃝ Other ⃝ Don’t know ⃝ SQL DB backup/SQL tool under my control ⃝ Out of the box SharePoint backup ⃝ System wide backup tool (Symantec, CommVault, …) ⃝ High Fidelity SharePoint backup tool ⃝ Other ⃝ Don’t know

Confidential and Proprietary © Metalogix 8 Recover Point Objective (RPO) Defined: the maximum tolerable time period in which data might be lost due to a server farm failure Example: 4 hour RPO means that SharePoint must be backed at least every four hours Mission Critical SharePoint Organizations Require More Aggressive Recover Point Objectives (RPO)

Confidential and Proprietary © Metalogix 9 SharePoint Backup Dilemma Content Grows

Confidential and Proprietary © Metalogix 10 SharePoint Backup Dilemma Content Grows Longer Backups

Confidential and Proprietary © Metalogix 11 SharePoint Backup Dilemma Content Grows Longer Backups More Risk of Data Loss

Confidential and Proprietary © Metalogix 12 SharePoint Backup Dilemma Content Grows Longer Backups More Risk of Data Loss RPO

Confidential and Proprietary © Metalogix 13 Backup Delays Cause Missed RPOs Time to back up 9 hours 8 hours 7 hours 6 hours 5 hours 4 hours 3 hours 2 hours 1 hour Recover Point Objective Time to back up 1 TB Content Database

Confidential and Proprietary © Metalogix 14 Backup Delays Cause Missed RPOs Time to back up 9 hours 8 hours 7 hours 6 hours 5 hours 4 hours 3 hours 2 hours 1 hour Recover Point Objective Time to back up 1 TB Content Database Takes up to 8 hours to backup 1 TB database If RPO is 4 hours, have exceeded SLA by 4 hours!

Confidential and Proprietary © Metalogix 15 What is Your Organization’s SharePoint RPO? Insta-Poll ⃝ 0-1 hours ⃝ 1-4 hours ⃝ 4-8 hours ⃝ More than 8 hours ⃝ Don’t Have One ⃝ Don’t Know ⃝ 0-1 hours ⃝ 1-4 hours ⃝ 4-8 hours ⃝ More than 8 hours ⃝ Don’t Have One ⃝ Don’t Know

Confidential and Proprietary © Metalogix 16 Your Role Disaster Recovery vs. Backup and Restore

Confidential and Proprietary © Metalogix 17 Recovery Time Objective (RTO) Defined: the maximum time allowed for your environment to be restored after an outage or data loss Example: 2 hour RTO means that data or farm must be restore within 2 hours of the system outage. Users/Organizations Demand Low RTO due to Critical Nature of Content.

Confidential and Proprietary © Metalogix 18 Different RTOs for SharePoint Full SharePoint recovery Access to content vs. Access to SharePoint Restores Farm Site Item

Confidential and Proprietary © Metalogix 19 What is Your SharePoint RTO? Insta-Poll ⃝ 0-1 hour ⃝ 1-4 hours ⃝ 4-8 hours ⃝ 8+ hours ⃝ Don’t Have One ⃝ Don’t Know ⃝ 0-1 hour ⃝ 1-4 hours ⃝ 4-8 hours ⃝ 8+ hours ⃝ Don’t Have One ⃝ Don’t Know

Confidential and Proprietary © Metalogix 20 Where Do I Start?

Confidential and Proprietary © Metalogix 21 Step 1: Get an Executive Sponsor Legitimize Socialize Support Budget Align Protect

Confidential and Proprietary © Metalogix 22 Step 2: Define Your SLA What are you recovery objectives? How much downtime per event? How much downtime per month? How much content can be at risk? Which content needs most frequent backups? Which content needs to be recovered the quickest? What does SharePoint downtime cost the company? Do I need to be able to recover SharePoint without dependencies?

Confidential and Proprietary © Metalogix 23 Step 3: Create a Recovery Plan  Documented ownership  Tasks  Responsibilities  Demarcation points  Handoffs A Living, Breathing Document

Confidential and Proprietary © Metalogix 24 Do You Have An Executive Sponsor for SharePoint Business Continuity? Insta-Poll ⃝ Yes ⃝ No ⃝ Don’t Know ⃝ Yes ⃝ No ⃝ Don’t Know

Confidential and Proprietary © Metalogix 25 Step 4: Analysis Content  Analyze current environment  Risk profiles  Impact of downtime  Content categorization for risk and impact  Backup requirements per category Not All Content is Created Equal

Confidential and Proprietary © Metalogix 26 Step 5: Validate  Documented  Signed-off solution  Full tested  Review cycle You Want Me to Prove This?

Confidential and Proprietary © Metalogix 27 Step 6: Testing  Change is inevitable  Change is often undetected  Fire drills detect change  Update your recovery plans and processes Ongoing Testing is Mandatory

Confidential and Proprietary © Metalogix 28 Have You Ever Completed a Recovery Test for SharePoint? Insta-Poll ⃝ Yes ⃝ No ⃝ Don’t Know ⃝ Yes ⃝ No ⃝ Don’t Know

Confidential and Proprietary © Metalogix 29 Step 7: Repeat For Success

Confidential and Proprietary © Metalogix 30 Case - Planning for RPO Success Pharmaceuticals Personalized Medicine SharePoint 2010 Workflows Custom applications Business Continuity All mission critical application get reviewed bi-annually Backup was taking 5-6 hours and growing Enterprise Backup via Symantec Owned by another IT group

Confidential and Proprietary © Metalogix 31 Case – Planning for RPO Success Defined SLAs Peer based RPO assessment used Established a 4 hour RPO Identified Core Needs Cut backup times by more than 50% Recover individual documents Improve overall user performance Evaluated Three Strategies Find a faster backup technology Leverage HA data replication Manage data differently

Confidential and Proprietary © Metalogix 32 Case – Planning for RPO Success Evaluation Results Find a faster backup technology Stuck with existing backup solution due to backup file retention policies Another group owned and was not going to change Leverage HA data replication Killed option due to budget and ownership infighting Manage data differently Explored externalizing data Looked for compatible accessory tool

Confidential and Proprietary © Metalogix 33 BLOBs: The Root of SharePoint Backup Problems BLOB = Binary Large Object BLOB = binary representation of a file stored in SQL Server (content database) SharePoint content consists of structured data (metadata) and unstructured data (BLOBs) BLOBs are immutable BLOBs are created and deleted but never updated

Confidential and Proprietary © Metalogix 34 Externalizing BLOBs Makes Content Databases Really Small Time to back up 9 hours 8 hours 7 hours 6 hours 5 hours 4 hours 3 hours 2 hours 1 hour Recover Point Objective 1 TB Content Database shrinks to 50 GB  Externalizing BLOBs makes achieving Recover Point Objective easy.  1 TB content database becomes 50GB  BLOBs continuously backed up by StoragePoint  Content DB Automatically backed up by StoragePoint

Confidential and Proprietary © Metalogix 35 Case – Planning for RPO Success Added StoragePoint (Remote BLOB Store) Shrunk SQL backup by 98% Bypassing SQL database API improved I/O and read/write speed by 2x Added SharePoint Backup Further reduced backups to under 10 minutes Provided continuity with current backup tool Enabled SharePoint granular restores from existing backup files Far exceeded RPO goals for foreseeable future

Confidential and Proprietary © Metalogix 36 SharePoint Continuity Industry Research Industry Survey Companies surveyed for SharePoint business continuity practices Key points researched RPO RTO Executive support DR testing 500+ companies responded Early Results Only 7.5% of companies tested and were successful in a SharePoint recovery Less than 2% of companies tested and required no change to the plans following the test

Confidential and Proprietary © Metalogix 37 SharePoint Continuity Industry Research Industry Survey Companies surveyed for SharePoint business continuity practices Key points researched RPO RTO Executive support DR testing 750+ companies responded Early Results Only 7.5% of companies tested and were successful in a SharePoint recovery Less than 2% of companies tested and required no change to the plans following the test

Confidential and Proprietary © Metalogix 38 For More Information: 7 Steps eBook and-ebooks/7-steps-to-creating-a-successful-recovery-planhttp:// and-ebooks/7-steps-to-creating-a-successful-recovery-plan.

Confidential and Proprietary © Metalogix 39 What Do I Do Next?

Confidential and Proprietary © Metalogix 40 Discussion Trends in SLAs, RPOs and RTOs Proactive versus Reactive Planning Granular Recovery Objectives “Best Of” - Learning From Your Peers

Confidential and Proprietary © Metalogix 41 Thank You for Attending 7 Steps to a Creating a Successful SharePoint Recovery Plan Paul LaPorte (410)