April 24, 2014

presented by… Johan HammerstromMatthew Eshleman

Community IT Innovators Webinar Series

IT Planning for Disasters

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About Community IT

Community IT Innovators partners with nonprofits to help them solve their strategic & day-to-day IT challenges.

Strategic Proactive approach so you can make IT decisions that support your mission and grow with you

Collaborative Team of over 40 staff who empower you to make informed IT choices

Invested We are committed to supporting your mission, and take care of your IT network as if it were our own

Nonprofit focus Worked with over 900 nonprofits since 1993

• MAP TechWorks is a program of MAP for Nonprofits.

• We are a community of nonprofits devoted to helping each other be awesome(r) at using technology.

• Find FREE trainings like this one, an email support group, and video interviews with smart people like Johan Hammerstrom on our website.

Visit us at MAPTechWorks.org after the session.

About MAP TECHWORKS

About the Presenters

Johan Hammerstrom

Chief Operating Officer

jhammerstrom@communityit.com

@hammerstromj

Matthew Eshleman

Chief Technical Officer

meshleman@communityit.com

@meshleman

Agenda

I. Business Continuity

Context

II. Concepts and Terms

III.Inventory your Data

IV. Technical Solutions

Information as an Asset

• Think of your data like your finances

• Organizational success and survival

depends on information

• Lack of management introduces risk

I. Business Continuity Context

Business

Continuity

Disaster

Recovery

I. Business Continuity Context

Business Continuity - that which is

required to maintain continuing

operations and organizational viability.

Business Continuity Planning

Key elements:

• Leadership

• Staff

• Systems

• Program delivery

• Back-office (internal ops & facilities)

Business Continuity Planning

Ideally, it is a holistic effort that

involves the entire organization.

Usually requires a mandate from the

Board.

Governance Committee.

II. Concepts and Terms

• Business Continuity

• Disaster Recovery

• Data Retention

• Technical Concepts

(RTO, RPO, uptime,

etc.)

Business Continuity

Ability to effectively operate if primary

data system is unavailable.

How long can we be down?

Business Continuity

We can continue to function in the

event of… • Fire

• Earthquake

• Flood

• Civil Unrest

• Sabotage

• …

Business Continuity

• Power outage

• Internet outage

• Carelessness

• Hardware failure

• Improper training

• What else?

Disaster Recovery

Ability to effectively recover from loss

of information and/or disruption to

service.

How quickly must we restore

access to information?

Data Retention

Ability to recover historical

information.

How far back do we need to go?

Technical Concepts

Recovery Point Objective (RPO)

Point in time from which data

can be restored

“How much data can I afford to

lose?”

1 hour, 1 day, 1 week?

Technical Concepts

Recovery Time Objective (RTO)

Time required to recover the data

“How long can my data be unavailable?”

1 hour, 4 hours, 2 days, 2 weeks?

Technical Concepts

• Uptime - expectation of access to

data

“The 5 9s”…available 99.999% of the

time

• Retention

How much data is retained over time

…and how frequently

• Geo-redundancy

“the 5 Nines”Availability % Downtime per

yearDowntime per month

Downtime per week

90% ("one nine") 36.5 days 72 hours 16.8 hours

95% 18.25 days 36 hours 8.4 hours

97% 10.96 days 21.6 hours 5.04 hours

98% 7.30 days 14.4 hours 3.36 hours

99% ("two nines") 3.65 days 7.20 hours 1.68 hours

99.5% 1.83 days 3.60 hours 50.4 minutes

99.8% 17.52 hours 86.23 minutes 20.16 minutes

99.9% ("three nines")

8.76 hours 43.8 minutes 10.1 minutes

99.95% 4.38 hours 21.56 minutes 5.04 minutes

99.99% ("four nines")

52.56 minutes 4.32 minutes 1.01 minutes

99.999% ("five nines")

5.26 minutes 25.9 seconds 6.05 seconds

99.9999% ("six nines")

31.5 seconds 2.59 seconds 0.605 seconds

99.99999% ("seven nines")

3.15 seconds 0.259 seconds 0.0605 seconds

Putting it all together…

Business Continuity

Disaster Recovery

RTO RPO

Availability

Uptime Retention

III. Data Inventory

• List out your data (aka information

assets)

• Identify Uptime, Retention, RTO &

RPO requirements for each

information asset

• These are business decisions!

  Uptime Retention RTO RPO

Primary      Email 99.99% / 1 hr  3 months 1 hr  30 min 

Financial 99.9% / 9 hrs 7 years 4 hrs 8 hrsCRM 99.9% / 9 hrs 10 years 2 days   4 hrs

Grant proposals 99.999% / 5 min 1 year 8 hrs 8 hrsSecondary      Media Files 99% / 3.5 days 3 years 1 week 8 hrs

Legacy Database 97% / 11 days n/a 1 week n/a

       

Sample Data Inventory

IV. Technical Solutions

• Availability Solutions

• Tape Backup

• Image Backup and Disaster Recovery

• Cloud Backup

• Cloud Services

Availability Solutions

• Cloud-based storage

• Native redundancy

– Exchange Database Availability Group

– Multi-site Active Directory

– DFS

• 3rd party “high availability” software

Tape Backup

• Legacy solution in 2014

• Expensive and difficult to manage

• Minimum RPO is 1 day, generally

longer

• Minimum RTO is 1 hr - 2 wks

depending

• Can be combined with Backup to Disk

Image Backup

• Contemporary form of backup

• Can be more expensive depending on

off-site options

• Minimum RPO can be continuous to 1

day

• Minimum RTO is 1 hr - 1 wks

depending

Cloud Backup

• Can be effective

• Limited by bandwidth and type of

data

• Minimum RPO can be continuous to 1

day

• Minimum RTO is 1 hr - 1 wks

depending

Cloud Services

• Office 365

– 2 hr RPO, 4 hr RTO, 99.9% uptime, 30 day recovery

• Google Apps

– 0 hr RPO, 0 hr RTO, 99.9% uptime, 30 day recovery

• SalesForce

– 4 hr RPO, 12 hr, RTO, no SLA, 15 day recovery

  Uptime Retention RTO RPO Solution(s)

Primary      Email 1 hr  3 mos 1 hr  30 min  Office 365 E3

Financial 9 hrs 7 yrs 4 hrs 8 hrs BDR Appliance

CRM 9 hrs 10 yrs 2 days   4 hrs BDR ApplianceGrant 

proposals 5 min 1 yrs 8 hrs 8 hrs Cloud FSS

Secondary      

Media Files 3.5 days 3 years 1 week 8 hrs NAS with backup

Legacy Database 11 days n/a 1 week n/a Off-site external 

hard drive

       

Sample Solution Options

?

Upcoming Webinar

Thursday May 29 2:00 – 3:30 PM EST

Cloud Migration SpecificsHow to Get from On Premise to In the Cloud

Johanny Torrico & Matthew Eshleman

www.nten.org/events

Visit us at MAPTechWorks.org after the session.

MAP TECHWORKS

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