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Backups and Recovery

BackUps and Data Recovery

Your XenDirect data is being backed up automatically using a strict and specific schedule.  Users do not have access to this backup.  However, for various reasons, it is sometimes necessary to obtain a data backup.  The following topics describe how backups work and various recovery methods. 

If the need to obtain a backup is not based on a fault of Xenegrade, there will be a cost to perform the backup recovery process.  This process usually takes at least two hours to perform and may have to be placed in the work schedule if not an emergency.

Back-Up Process

All databases are continuously and automatically backed up on a set schedule.

  • Weekly Full backups
  • Hourly Transactional backups
  • Real-time incremental backups
  • Backups are stored for a minimum of 30 Days
  • Backups are stored for a maximum of 60 Days
  • Total data loss in the event of failure could be up to 1 hour old but could be restored to the minute depending on the last Transaction Backup

To supplement this backup schedule, all block-level backups are encrypted and stored in a secure offsite facility. If any of the XenDirect servers fail, our backup device can be virtualized to become that failed server while continuing the backups of all other servers.

Note that unless otherwise noted, XenDirect does not maintain a log of every addition and modification a user makes to data.  All data is recorded, but there is not a log that records the user that made the modification except the last modification.  However, most data records contain two elements to assist with a basic data audit.

  • Entered By:  When and who created the record.  This value cannot be changed.
  • Modified By:  When and who last modified the record.  This value changes every time a record is saved.  The prior Modified By value is overwritten and replaced with the new value.  However, it does not record what fields were modified.

Data Recovery

If for some reason a data recovery is required, a backup can be pulled from the historical stored options available.  The date and time of the backup selected will be crucial to reduce the loss of recently entered data yet obtain the data that was lost or modified.  Normally we only recommend a full recovery.  Selected recoveries can be very slow and costly to perform.  However, under the right circumstances, selected recoveries may be considered.

Recovery of a database backup copy can be performed when the situation warrants it. Organizations must not decide to initiate a database recovery lightly. Organizations should consider the time and cost it takes for recovery versus the time and cost it takes for a user to rekey the missing information.

There are two types of database recovery:

  • Full Recovery: This recovery method replaces the current live database with the database backup copy. The entire live database is overwritten using this process. Any data added or modified between the backup copy date/time and the date/time the recovery is performed is lost during the overwrite process. Users will not have access during the recovery process. This is the shorter and easier process of the two methods.
  • Selected Recovery: This recovery method inserts missing data or replaces specific data from the database backup copy. The entire live database is not overwritten using this process. This is the longer, more expensive, and more difficult process of the two methods. However, users can remain using the system while this recovery method is used.

Organizations should follow this process to request a data recovery:

  • Full Recovery
    • Determine that a full recovery is warranted given the situation.
    • Understand that a full recovery will usually take from 2-6 hours to perform once it has been scheduled. It is not possible to predict a time when recovery can be scheduled until the request is received.
    • Understand that a charge will be made for the recovery at the regular hourly rate.
    • The organization's system administrator must provide written approval to start the recovery process (support tickets or emails will meet this written requirement).
    • Once approved and accepted, all users should log out of XenDirect. Users will be locked out of XenDirect until the recovery is complete. The WebReg and QuickTools modules will be unavailable until the recovery is complete.
    • Xenegrade technical staff will perform the recovery. Upon completion, the organization's system administrator will be informed that the recovery process is complete and users can log in.
    • Xenegrade will submit an invoice to the organization for the recovery process.
  • Selected Recovery:
    • Determine that a selected recovery is warranted given the situation.
    • Understand that a selected recovery will usually take up to 3+ hours to perform once it has been scheduled. It is not possible to predict a time when recovery can be scheduled until the request is received.
    • Understand that a charge will be made for the recovery at the regular hourly rate.
    • The organization's system administrator must provide written approval to start the recovery process (support tickets or emails will meet this written requirement). This written request must contain the details of what data is selectively being recovered.
    • Xenegrade will provide an estimate of the time it will take to make the data recovery.
    • Once approved and accepted, Xenegrade technical staff will schedule and perform the recovery. The recovery process requires programmers to write code to perform the data selection process while at the same time maintaining the database structure for all existing data.
    • Upon completion, the organization's system administrator will be informed that the recovery process is complete.
    • Xenegrade will submit an invoice to the organization for the recovery process.

Data Audit Options

Sometimes, determining if a backup is needed may not be as clear.  Here are some examples where a different option may be needed rather than a complete recovery process.  In each of these cases, there is a concern of a data issue but the actual proof may not be available.  Thus a comparison of data may be desired.

  • A user may have inappropriately modified data (financial, grades, etc.) for their benefit or the benefit of the student.
  • A user may have deleted or modified data but is unsure.

When such circumstances exist, there are several options that are available to perform these comparisons.  Each of these options will incur a cost to perform the backup recovery and review process.

  • Dual Site Method:  In this method, a backup is selected and a second data site is set up using the backup as the data source.  The main site is not touched during this process.  A user from the organization then logs into the dual-site and reviews the data manually.  The dual-site looks and acts exactly like the main site, so all the same functions are available.  Once the organization is done with the dual-site, it is deleted from the server.
  • Raw SQL Data Method:  In this method, a copy of the backup is made and sent to the customer.  The data is in a raw SQL format and would require someone with programming skills to analyze the data tables in the file.

 

 

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  1. Rick Stern

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