Backup Restore Procedures Offsite
Content
Revised 8/21/01
Headquarters and Desktop Services Division
Headquarters Operations Branch
Backup, Restoration and Tape Retention Procedures
1
Revised 8/21/01
Table of Contents.
1.0 Background...................................................................................................................Page 3
2.0 Scope and Applicability................................................................................................Page 3
3.0 Tape Backup Process....................................................................................................Page 3
3.1 Backup Schedule...........................................................................................................Page 3
3.2 Restores..........................................................................................................................Page 3
3.3 Contents Verification....................................................................................................Page 3
3.4 Tape Labeling................................................................................................................Page 4
4.0 Tape Storage Rotation and Recycling.........................................................................Page 4
4.1 On-site 7 Day Storage...................................................................................................Page 4
4.2 Local-Off-Site Storage..................................................................................................Page 4
4.3 Tape Recycling..............................................................................................................Page 4
4.4 Exceptions, Tapes requested to be retained longer than 30 days.............................Page 4
4.5 Implementation of the Tape Rotation System............................................................Page 5
4.6 Estimated Media Use....................................................................................................Page 5
4.7 Adjustment to the Backup tape Procedures...............................................................Page 5
5.0 Contacts..........................................................................................................................Page 5
Appendix A..........................................................................................................................Page 6
Appendix B..........................................................................................................................Page 9
Appendix C..........................................................................................................................Page 10
Appendix D..........................................................................................................................Page 11
Appendix E..........................................................................................................................Page 12
Examples..............................................................................................................................Page 13
2
Revised 8/21/01
EPA Headquarters and Desktop Services Division (HDSD)
Backup, Restoration and Tape Retention Procedure
1.0 Background
The Headquarters Desktop and Services Division, Headquarters Operation Branch (HOB), Backup team perform
tape backups, restoration cataloging and storage for EPA Headquarters data and e-mail file servers. The team
utilizes a specific software, (see Appendix C.) on backup systems to perform this task. All Backup team members
are required to have appropriate security clearances, including NACI and CBI.
2.0 Scope and Applicability
This procedure is applicable to all shared services servers under the Working Capital Fund (WCF) as well as
supported Headquarters Desktop and Services Division (HDSD) systems. Backup services include HDSD shared
services applications and data, HOB supported national systems, (i.e. VABS), and E-Mail. The data and
applications are transferred to tape from all server volumes.
3.0 Tape Backup Process
3.1 Backup Schedule
The team schedules full and incremental tape backups during non-production hours using systems located throughout
the EPA HQ network. Backup tapes are removed every morning and placed in a fire proof safe. Backup tapes are
kept as a “set” once they are created. A “set” includes one weeks incremental’s plus a full backup from that same
week.
3.2 Restores
Restores are performed “as requested” utilizing the Remedy Action Response System (RARS). A support person or
LAN Manager or LAN System Administrator submits a RARS request to have a file(s) restored for a user. If the
backup tape is still at it’s 7 day on site location, it should be started within 4 hours of the RARS request. The time for
retrieving tapes from Local Off Site Storage and starting a restore is 8 hours or less. Turn around time for retrieving
tapes from the Contracted Off Site Storage is 16 hours. At each location a full system restore will be tested
randomly, once every month and when any server hardware upgrade, new software installation or service patch is
performed.
3.3 Contents Verification
The backup tool provides for verifying the status of backup jobs which is used to determine the successful
completion or any errors/warnings that may have occurred. The Daily Back-Up Log Report is provided to
customers every morning reflecting the previous nights’ activity. For jobs that have errors, the Backup team and the
server administrator work to resolve the problem and reschedule the backup job.
Note: During backup, a Cyclic Redundancy Check (CRC) is performed on each file being backed up and compared
to the source file CRC.
3
Revised 8/21/01
3.4 Tape Labeling
Once backup tapes sets are completed they are removed from the tape changer and labeled on the outside of the
tape. Each label contains the following information:
A. Date the tape was removed.
B. Physical location that the tape was created at (E.g.: WIC, Fairchild, Judiciary Square)
C. Type of server it was created on. (E.g.: NetWare NW or NT)
D. Physical name of the server (E.g.: DCCDMO1, DCCDM02)
E. Type of backup (Full or Incremental)
F. System generated Serial Number: (E.g.: 100047)
G. System generated ID number: (E.g.: I A1367)
H. System generated Sequence Number: (E.g.: 2)
Sample Label: 4-22-99 WICNWDCCDM02Full 100047 IA1367 2
4.0 Tape Storage Rotation and Recycling
Note: As directed by U.S. EPA RECORDS SCHEDULE, EPA SERIES NO. 161, (Appendix A.)
4.1 On-site 7 Day Storage
Once a tape has been labeled it becomes part of a “set”. After the “set” is created, it is placed in a Locked
Fireproof Safe at its current location and remains there for 7 days. Each tape is stored by the system generated serial
number. During this time, if a backup tape is needed to respond to a restore request, it is available immediately.
4.2 Local-Off-Site Storage
After the 7 days on-site, the tapes are moved to a pre-determined Local Off Site Storage location where they remain
for 3 weeks, (see Appendix B). During this 3 week period, if a backup tape is needed for a restore, the specific tape
set is picked up and delivered to the requesting location.
Note: Turn around time for retrieving tapes from Local Off Site Storage is 8 hours or less.
4.3 Tape Recycling
Once the 3 week storage period has expired at the Local Off Site Storage location, the backup tapes are placed into
containers and returned to a central location (currently the Washington Information Center [WIC]). Tapes returned
for recycling have the label removed and a software option to erase is selected to remove data from the tape. This is
performed in the WIC Lab before going back into the pool at each location.
4.4 Exceptions, Tapes requested to be retained longer than 30 days.
Certain Program Offices have requested an undetermined retention period for their backup tapes. These tapes will be
labeled as usual but with additional information indicating the Program Office retaining the tapes and retention start
date. After the normal 30 days, the tapes are transferred to the Contracted Off Site Storage Facility, (ARCUS
DATA SECURITY), for the extended retention period. There will be a charge to the specific Program Office of a
cost plus fixed fee via the WCF for all storage of tapes at the Contracted Off Site Storage Facility.
4
Revised 8/21/01
4.5 Implementation of the Tape Rotation System
In order to ensure consistency and quality control, one person will be assigned to perform the daily rotation task.
Appendix D provides the initial scheduling of the activity.
Additionally a Daily Quality Assurance checklist will be created that will document the necessary procedures to
follow and will be signed by the same person to ensure that the proper procedures are followed and to create an
audit trail.
This process will be implemented in a phased approach to work out any of the inefficiencies found in the daily
procedure. The first phase will include the offices located at the Federal Triangle. The first phase will last one full
cycle (five weeks). Thereafter, additional locations will be added.
4.6 Estimated Media use over one full cycle
During the course of the five week cycle, approximately 2,280 tapes will be recycled. Appendix E provides a
detailed breakdown of the quantity of tapes used by location and media type. The estimated effort required to
recycle the tapes is approximately 200 hours.
4.7 Adjustment to the Backup Tape Procedures.
This document is subject to a 6 month review for refinements to the overall process.
5.0 Contacts
Headquarters Operations Branch Staff
Alfred Gallegos, Task Order Project Officer (TOPO) 202-260-0129
Mike Caltabiano, Federal Expert Team Member 202-260-7934
Contract Off-Site Storage vendor:
ARCUS DATA SECURITY
Corporate Headquarters
2741A Prosperity Ave.
Fairfax, Virginia 22031
Office: 703-849-8360
Fax: 703-849-8385
Contract/Account 9: M3360
Contact person: Donna Sanders
5
Appendix A
http://www.epa.gov/records/policy/schedule/sched/161.htm
National Records Management Program
EPA SERIES NO. 161
U.S. EPA RECORDS SCHEDULE
SERIES TITLE: System Backups
PROGRAM: All Programs
EPA SERIES NO: 161
AGENCY FILE CODE: INFO 161
NARA DISPOSAL AUTHORITY: N1-412-96-1/3
APPLICABILITY: Agency-wide
IDENTIFYING INFORMATION:
DESCRIPTION: Consists of electronic backup copies of software and data stored
on direct access storage devices in a computer system. They are used to
recreate a system or its data in case of unintentional loss from on-line
storage. They are mirror images of storage disks on which data and documents
may be scattered randomly as they are on the disks themselves. Includes:
a. System backups for the National Technology Services Division, and
b. System backups for LANs and mail servers.
Security backups are scheduled separately.
ARRANGEMENT:
TYPE OF RECORDS:
Data files
MEDIUM:
Electronic
SPECIFIC RESTRICTIONS:
VITAL RECORD:
No
FUNCTIONS SUPPORTED:
Program management
SPECIFIC LEGAL REQUIREMENTS:
None
6
Appendix A cont.
DISPOSITION INFORMATION:
FINAL DISPOSITION:
TRANSFER TO FRC PERMITTED:
Disposable
No
FILE BREAK INSTRUCTIONS: See disposition instructions.
DISPOSITION INSTRUCTIONS:
a. Delete after 90 days or when third backup cycle is completed, whichever is
earlier.
b. Delete after 30 days or when third backup cycle is completed, whichever is
earlier.
APPLICATION GUIDANCE:
REASONS FOR DISPOSITION: System backups are used to recreate a system or its
data in the case of unintentional loss from on-line storage and are not
records.
AGENCY-WIDE GUIDANCE: This item applies only to electronic backup copies of
software and data stored on direct access storage devices in a computer system
used to recreate a system or its data in case of unintentional loss.
Electronic backup copies which are identical in format to existing master
copies and data bases are scheduled as EPA 177 - Security Backups of Files.
Security backups must be made for records which are scheduled as permanent and
are to be transferred to the National Archives. Until the information is
taken off line for transfer, the system backup may serve as the security
backup.
Electronic copies consisting of data copied from master copies and data bases
and written with varying technical specifications are scheduled as EPA 176 Technical Reformat Files.
Specific schedules have been developed for many Agency schedules. Check to
see if your system is listed in the index to these schedules. In other cases,
systems are included as parts of general system schedules, such as EPA 063 Electronic Models and Expert Systems.
7
Appendix A cont.
Other schedules for segments or phases of information systems include:
EPA 160 - Downloaded and Copied Data
EPA 170 - Files/Records Relating to the Creation, Use and Maintenance of
Computer Systems, Applications, or Electronic Records
EPA 171 - Input/Source Records
EPA 172 - Electronic Versions of Records Scheduled for Disposal
EPA 173 - Data Files Consisting of Summarized Information
EPA 174 - Records Consisting of Extracted Information
EPA 175 - Print Files
EPA 176 - Technical Reformat Files
EPA 177 - Security Backups of Files
EPA 179 - Special Purpose Programs
PROGRAM OFFICE GUIDANCE/DESCRIPTIVE INFORMATION:
CUSTODIAL INFORMATION:
CONTROLLING UNIT: Multiple units
Name:
Location:
Name:
Mail Code:
Inclusive Dates:
Volume on Hand (Feet):
Annual Accumulation:
(feet or inches)
CONTACT POINT:
Telephone:
Office:
Room:
CONTROL INFORMATION:
RELATED ITEMS: EPA 160, EPA 170, EPA 171, EPA 172, EPA 173, EPA 174, EPA 175,
EPA 176, EPA 177, EPA 179
PREVIOUSLY APPROVED BY
NARA SCHEDULE NOS:
________________________________________________________
Approval
Approval
Entry
Last
Date EPA
Date NARA Date
Modified
4/28/95
1/20/99
11/21/94
5/16/00
8
Revised 4/18/01
Appendix B:
Local-On-site Storage Location Matrix:
Backup Site
Ariel Rios
Safe
Ariel Rios
Ronald Reagan
ICC
Ronald
Reagan Safe
Customs
Safe
ICC
Safe
WSM
Safe
633 3rd St
Safe
Crystal Mall
Safe
X
X
X
Customs
X
Fairchild
X
633 3rd St
X
Crystal Station
X
Crystal Mall
X
WSM
X
9
Revised 8/21/01
Appendix C:
Backup software currently in use is:
ARCServe Version 6.1
ARCServe Version 6.6 IT
10
Revised 8/21/01
Appendix D:
Daily Tape Backup Rotation Example
Location
Arrival Time
Departure Time
WIC
8:00 AM
8:20 AM
Federal Triangle
8:30 AM
N/A
Ronald Reagan Server Room
8:40 AM
9:30 AM
Secure Tapes
Ariel Rios Server Room
9:40 AM
10:15 AM
Secure Tapes
ICC Server Room
10:25 AM
11:15 AM
Secure Tapes
N/A
11:30 AM
West Tower
11:40 AM
N/A
East Tower
N/A
11:45 AM
Fairchild
11:52 AM
12:30 PM
Federal Triangle
12:45 PM
12:51 PM
Judiciary Square
12:58 PM
N/A
633 3rd St Server Room
1:08 PM
1:45 PM
Judiciary Square
N/A
2:00 PM
Federal Triangle
2:08 PM
2:05 PM
West Tower
2:15 PM
2:25 PM
Crystal Station
2:40 PM
N/A
Crystal Station Server Room
2:50 PM
3:20 PM
Crystal Station
N/A
3:35 PM
Waterside Mall
4:05 PM
5:30 PM
Federal Triangle
Action
Collect Tapes *
Secure Tapes
Collect Tapes *
Secure Tapes
Completion of Daily Cycle
Schedule does not include Crystal Mall or Customs these are new locations. Times will need to be altered and worked in as the
new locations come on line. Estimated nine hours and thirty minutes per day for the tape rotation cycle. Arrival and Departure
times were derived from the EPA Shuttle Bus Schedule.
* Indicates locations without fire safe
11
Revised 8/21/01
Appendix E
The following table provides the estimated media use for the full 5 week cycle based on the current data storage
requirements
Media Use Matrix
Location
DLT III
DLT IV
AIT
Daily
Weekly
Daily
Weekly
Daily
Weekly
N/A
N/A
4
24
7
42
3
18
4
24
6
36
N/A
N/A
N/A
N/A
8
48
Fairchild
4
24
N/A
N/A
N/A
N/A
633 3rd Street
2
12
5
30
N/A
N/A
Crystal Station
3
18
N/A
N/A
N/A
N/A
Waterside Mall
13
78
6
30
12
72
25
150
19
108
33
198
Ariel Rios
Ronald Reagan
ICC
Crystal Mall
Customs
Totals
Five week estimate
•
750
540
These values reflect the proposed daily rotation scheme.
12
990
Revised 8/21/01
Example Backup Tape Cycle
Ariel Rios Location Backup & Safe
1st Week of Month, April
Ronald Reagan Safe
Creation week for AR-Set1
None.
Ariel Rios Location Backup & Safe
2nd Week of Month, April
Ronald Reagan Safe
Creation week for AR-Set2
None.
First week of 30 days for AR-Set1 (in house)
None.
Ariel Rios Location Backup & Safe
3rd Week of Month, April
Ronald Reagan Safe
Creation week for AR-Set3
Second week of 30 days for AR-Set1
First week of 30 days for AR-Set2 (in house)
Ariel Rios Location Backup & Safe
4th Week of Month, April
Ronald Reagan Safe
Creation week for AR-Set4
Second week of 30 days for AR-Set2
First week of 30 days for AR-Set3 (in house)
Third week of 30 days for AR-Set1
13
Revised 8/21/01
Backup Tape Cycle
Ariel Rios Location Backup & Safe
1st Week of Month, May
Ronald Reagan Safe
Creation week for AR-Set5
Second week of 30 days for AR-Set3
First week of 30 days for AR-Set4 (in house)
Third week of 30 days for AR-Set2
Fourth week of 30 days for AR-Set1
Ariel Rios Location Backup & Safe
2nd Week of Month, May
Ronald Reagan Safe
Creation week for AR-Set6
Second week of 30 days for AR-Set4
First week of 30 days for AR-Set5 (in house)
Third week of 30 days for AR-Set3
Fourth week of 30 days for AR-Set2
Fifth week AR-Set1 is returned & scratched
Ariel Rios Location Backup & Safe
3rd Week of Month, May
Ronald Reagan Safe
Creation week for AR-Set7
Second week of 30 days for AR-Set5
First week of 30 days for AR-Set6 (in house)
Third week of 30 days for AR-Set4
Fourth week of 30 days for AR-Set3
Fifth week AR-Set2 is returned & scratched
Ariel Rios Location Backup & Safe
4th Week of Month, May
Ronald Reagan Safe
Creation week for AR-Set8
Second week of 30 days for AR-Set6
First week of 30 days for AR-Set7 (in house)
Third week of 30 days for AR-Set5
Fourth week of 30 days for AR-Set4
Fifth week AR-Set3 is returned & scratched
14
15
Headquarters and Desktop Services Division
Headquarters Operations Branch
Backup, Restoration and Tape Retention Procedures
1
Revised 8/21/01
Table of Contents.
1.0 Background...................................................................................................................Page 3
2.0 Scope and Applicability................................................................................................Page 3
3.0 Tape Backup Process....................................................................................................Page 3
3.1 Backup Schedule...........................................................................................................Page 3
3.2 Restores..........................................................................................................................Page 3
3.3 Contents Verification....................................................................................................Page 3
3.4 Tape Labeling................................................................................................................Page 4
4.0 Tape Storage Rotation and Recycling.........................................................................Page 4
4.1 On-site 7 Day Storage...................................................................................................Page 4
4.2 Local-Off-Site Storage..................................................................................................Page 4
4.3 Tape Recycling..............................................................................................................Page 4
4.4 Exceptions, Tapes requested to be retained longer than 30 days.............................Page 4
4.5 Implementation of the Tape Rotation System............................................................Page 5
4.6 Estimated Media Use....................................................................................................Page 5
4.7 Adjustment to the Backup tape Procedures...............................................................Page 5
5.0 Contacts..........................................................................................................................Page 5
Appendix A..........................................................................................................................Page 6
Appendix B..........................................................................................................................Page 9
Appendix C..........................................................................................................................Page 10
Appendix D..........................................................................................................................Page 11
Appendix E..........................................................................................................................Page 12
Examples..............................................................................................................................Page 13
2
Revised 8/21/01
EPA Headquarters and Desktop Services Division (HDSD)
Backup, Restoration and Tape Retention Procedure
1.0 Background
The Headquarters Desktop and Services Division, Headquarters Operation Branch (HOB), Backup team perform
tape backups, restoration cataloging and storage for EPA Headquarters data and e-mail file servers. The team
utilizes a specific software, (see Appendix C.) on backup systems to perform this task. All Backup team members
are required to have appropriate security clearances, including NACI and CBI.
2.0 Scope and Applicability
This procedure is applicable to all shared services servers under the Working Capital Fund (WCF) as well as
supported Headquarters Desktop and Services Division (HDSD) systems. Backup services include HDSD shared
services applications and data, HOB supported national systems, (i.e. VABS), and E-Mail. The data and
applications are transferred to tape from all server volumes.
3.0 Tape Backup Process
3.1 Backup Schedule
The team schedules full and incremental tape backups during non-production hours using systems located throughout
the EPA HQ network. Backup tapes are removed every morning and placed in a fire proof safe. Backup tapes are
kept as a “set” once they are created. A “set” includes one weeks incremental’s plus a full backup from that same
week.
3.2 Restores
Restores are performed “as requested” utilizing the Remedy Action Response System (RARS). A support person or
LAN Manager or LAN System Administrator submits a RARS request to have a file(s) restored for a user. If the
backup tape is still at it’s 7 day on site location, it should be started within 4 hours of the RARS request. The time for
retrieving tapes from Local Off Site Storage and starting a restore is 8 hours or less. Turn around time for retrieving
tapes from the Contracted Off Site Storage is 16 hours. At each location a full system restore will be tested
randomly, once every month and when any server hardware upgrade, new software installation or service patch is
performed.
3.3 Contents Verification
The backup tool provides for verifying the status of backup jobs which is used to determine the successful
completion or any errors/warnings that may have occurred. The Daily Back-Up Log Report is provided to
customers every morning reflecting the previous nights’ activity. For jobs that have errors, the Backup team and the
server administrator work to resolve the problem and reschedule the backup job.
Note: During backup, a Cyclic Redundancy Check (CRC) is performed on each file being backed up and compared
to the source file CRC.
3
Revised 8/21/01
3.4 Tape Labeling
Once backup tapes sets are completed they are removed from the tape changer and labeled on the outside of the
tape. Each label contains the following information:
A. Date the tape was removed.
B. Physical location that the tape was created at (E.g.: WIC, Fairchild, Judiciary Square)
C. Type of server it was created on. (E.g.: NetWare NW or NT)
D. Physical name of the server (E.g.: DCCDMO1, DCCDM02)
E. Type of backup (Full or Incremental)
F. System generated Serial Number: (E.g.: 100047)
G. System generated ID number: (E.g.: I A1367)
H. System generated Sequence Number: (E.g.: 2)
Sample Label: 4-22-99 WICNWDCCDM02Full 100047 IA1367 2
4.0 Tape Storage Rotation and Recycling
Note: As directed by U.S. EPA RECORDS SCHEDULE, EPA SERIES NO. 161, (Appendix A.)
4.1 On-site 7 Day Storage
Once a tape has been labeled it becomes part of a “set”. After the “set” is created, it is placed in a Locked
Fireproof Safe at its current location and remains there for 7 days. Each tape is stored by the system generated serial
number. During this time, if a backup tape is needed to respond to a restore request, it is available immediately.
4.2 Local-Off-Site Storage
After the 7 days on-site, the tapes are moved to a pre-determined Local Off Site Storage location where they remain
for 3 weeks, (see Appendix B). During this 3 week period, if a backup tape is needed for a restore, the specific tape
set is picked up and delivered to the requesting location.
Note: Turn around time for retrieving tapes from Local Off Site Storage is 8 hours or less.
4.3 Tape Recycling
Once the 3 week storage period has expired at the Local Off Site Storage location, the backup tapes are placed into
containers and returned to a central location (currently the Washington Information Center [WIC]). Tapes returned
for recycling have the label removed and a software option to erase is selected to remove data from the tape. This is
performed in the WIC Lab before going back into the pool at each location.
4.4 Exceptions, Tapes requested to be retained longer than 30 days.
Certain Program Offices have requested an undetermined retention period for their backup tapes. These tapes will be
labeled as usual but with additional information indicating the Program Office retaining the tapes and retention start
date. After the normal 30 days, the tapes are transferred to the Contracted Off Site Storage Facility, (ARCUS
DATA SECURITY), for the extended retention period. There will be a charge to the specific Program Office of a
cost plus fixed fee via the WCF for all storage of tapes at the Contracted Off Site Storage Facility.
4
Revised 8/21/01
4.5 Implementation of the Tape Rotation System
In order to ensure consistency and quality control, one person will be assigned to perform the daily rotation task.
Appendix D provides the initial scheduling of the activity.
Additionally a Daily Quality Assurance checklist will be created that will document the necessary procedures to
follow and will be signed by the same person to ensure that the proper procedures are followed and to create an
audit trail.
This process will be implemented in a phased approach to work out any of the inefficiencies found in the daily
procedure. The first phase will include the offices located at the Federal Triangle. The first phase will last one full
cycle (five weeks). Thereafter, additional locations will be added.
4.6 Estimated Media use over one full cycle
During the course of the five week cycle, approximately 2,280 tapes will be recycled. Appendix E provides a
detailed breakdown of the quantity of tapes used by location and media type. The estimated effort required to
recycle the tapes is approximately 200 hours.
4.7 Adjustment to the Backup Tape Procedures.
This document is subject to a 6 month review for refinements to the overall process.
5.0 Contacts
Headquarters Operations Branch Staff
Alfred Gallegos, Task Order Project Officer (TOPO) 202-260-0129
Mike Caltabiano, Federal Expert Team Member 202-260-7934
Contract Off-Site Storage vendor:
ARCUS DATA SECURITY
Corporate Headquarters
2741A Prosperity Ave.
Fairfax, Virginia 22031
Office: 703-849-8360
Fax: 703-849-8385
Contract/Account 9: M3360
Contact person: Donna Sanders
5
Appendix A
http://www.epa.gov/records/policy/schedule/sched/161.htm
National Records Management Program
EPA SERIES NO. 161
U.S. EPA RECORDS SCHEDULE
SERIES TITLE: System Backups
PROGRAM: All Programs
EPA SERIES NO: 161
AGENCY FILE CODE: INFO 161
NARA DISPOSAL AUTHORITY: N1-412-96-1/3
APPLICABILITY: Agency-wide
IDENTIFYING INFORMATION:
DESCRIPTION: Consists of electronic backup copies of software and data stored
on direct access storage devices in a computer system. They are used to
recreate a system or its data in case of unintentional loss from on-line
storage. They are mirror images of storage disks on which data and documents
may be scattered randomly as they are on the disks themselves. Includes:
a. System backups for the National Technology Services Division, and
b. System backups for LANs and mail servers.
Security backups are scheduled separately.
ARRANGEMENT:
TYPE OF RECORDS:
Data files
MEDIUM:
Electronic
SPECIFIC RESTRICTIONS:
VITAL RECORD:
No
FUNCTIONS SUPPORTED:
Program management
SPECIFIC LEGAL REQUIREMENTS:
None
6
Appendix A cont.
DISPOSITION INFORMATION:
FINAL DISPOSITION:
TRANSFER TO FRC PERMITTED:
Disposable
No
FILE BREAK INSTRUCTIONS: See disposition instructions.
DISPOSITION INSTRUCTIONS:
a. Delete after 90 days or when third backup cycle is completed, whichever is
earlier.
b. Delete after 30 days or when third backup cycle is completed, whichever is
earlier.
APPLICATION GUIDANCE:
REASONS FOR DISPOSITION: System backups are used to recreate a system or its
data in the case of unintentional loss from on-line storage and are not
records.
AGENCY-WIDE GUIDANCE: This item applies only to electronic backup copies of
software and data stored on direct access storage devices in a computer system
used to recreate a system or its data in case of unintentional loss.
Electronic backup copies which are identical in format to existing master
copies and data bases are scheduled as EPA 177 - Security Backups of Files.
Security backups must be made for records which are scheduled as permanent and
are to be transferred to the National Archives. Until the information is
taken off line for transfer, the system backup may serve as the security
backup.
Electronic copies consisting of data copied from master copies and data bases
and written with varying technical specifications are scheduled as EPA 176 Technical Reformat Files.
Specific schedules have been developed for many Agency schedules. Check to
see if your system is listed in the index to these schedules. In other cases,
systems are included as parts of general system schedules, such as EPA 063 Electronic Models and Expert Systems.
7
Appendix A cont.
Other schedules for segments or phases of information systems include:
EPA 160 - Downloaded and Copied Data
EPA 170 - Files/Records Relating to the Creation, Use and Maintenance of
Computer Systems, Applications, or Electronic Records
EPA 171 - Input/Source Records
EPA 172 - Electronic Versions of Records Scheduled for Disposal
EPA 173 - Data Files Consisting of Summarized Information
EPA 174 - Records Consisting of Extracted Information
EPA 175 - Print Files
EPA 176 - Technical Reformat Files
EPA 177 - Security Backups of Files
EPA 179 - Special Purpose Programs
PROGRAM OFFICE GUIDANCE/DESCRIPTIVE INFORMATION:
CUSTODIAL INFORMATION:
CONTROLLING UNIT: Multiple units
Name:
Location:
Name:
Mail Code:
Inclusive Dates:
Volume on Hand (Feet):
Annual Accumulation:
(feet or inches)
CONTACT POINT:
Telephone:
Office:
Room:
CONTROL INFORMATION:
RELATED ITEMS: EPA 160, EPA 170, EPA 171, EPA 172, EPA 173, EPA 174, EPA 175,
EPA 176, EPA 177, EPA 179
PREVIOUSLY APPROVED BY
NARA SCHEDULE NOS:
________________________________________________________
Approval
Approval
Entry
Last
Date EPA
Date NARA Date
Modified
4/28/95
1/20/99
11/21/94
5/16/00
8
Revised 4/18/01
Appendix B:
Local-On-site Storage Location Matrix:
Backup Site
Ariel Rios
Safe
Ariel Rios
Ronald Reagan
ICC
Ronald
Reagan Safe
Customs
Safe
ICC
Safe
WSM
Safe
633 3rd St
Safe
Crystal Mall
Safe
X
X
X
Customs
X
Fairchild
X
633 3rd St
X
Crystal Station
X
Crystal Mall
X
WSM
X
9
Revised 8/21/01
Appendix C:
Backup software currently in use is:
ARCServe Version 6.1
ARCServe Version 6.6 IT
10
Revised 8/21/01
Appendix D:
Daily Tape Backup Rotation Example
Location
Arrival Time
Departure Time
WIC
8:00 AM
8:20 AM
Federal Triangle
8:30 AM
N/A
Ronald Reagan Server Room
8:40 AM
9:30 AM
Secure Tapes
Ariel Rios Server Room
9:40 AM
10:15 AM
Secure Tapes
ICC Server Room
10:25 AM
11:15 AM
Secure Tapes
N/A
11:30 AM
West Tower
11:40 AM
N/A
East Tower
N/A
11:45 AM
Fairchild
11:52 AM
12:30 PM
Federal Triangle
12:45 PM
12:51 PM
Judiciary Square
12:58 PM
N/A
633 3rd St Server Room
1:08 PM
1:45 PM
Judiciary Square
N/A
2:00 PM
Federal Triangle
2:08 PM
2:05 PM
West Tower
2:15 PM
2:25 PM
Crystal Station
2:40 PM
N/A
Crystal Station Server Room
2:50 PM
3:20 PM
Crystal Station
N/A
3:35 PM
Waterside Mall
4:05 PM
5:30 PM
Federal Triangle
Action
Collect Tapes *
Secure Tapes
Collect Tapes *
Secure Tapes
Completion of Daily Cycle
Schedule does not include Crystal Mall or Customs these are new locations. Times will need to be altered and worked in as the
new locations come on line. Estimated nine hours and thirty minutes per day for the tape rotation cycle. Arrival and Departure
times were derived from the EPA Shuttle Bus Schedule.
* Indicates locations without fire safe
11
Revised 8/21/01
Appendix E
The following table provides the estimated media use for the full 5 week cycle based on the current data storage
requirements
Media Use Matrix
Location
DLT III
DLT IV
AIT
Daily
Weekly
Daily
Weekly
Daily
Weekly
N/A
N/A
4
24
7
42
3
18
4
24
6
36
N/A
N/A
N/A
N/A
8
48
Fairchild
4
24
N/A
N/A
N/A
N/A
633 3rd Street
2
12
5
30
N/A
N/A
Crystal Station
3
18
N/A
N/A
N/A
N/A
Waterside Mall
13
78
6
30
12
72
25
150
19
108
33
198
Ariel Rios
Ronald Reagan
ICC
Crystal Mall
Customs
Totals
Five week estimate
•
750
540
These values reflect the proposed daily rotation scheme.
12
990
Revised 8/21/01
Example Backup Tape Cycle
Ariel Rios Location Backup & Safe
1st Week of Month, April
Ronald Reagan Safe
Creation week for AR-Set1
None.
Ariel Rios Location Backup & Safe
2nd Week of Month, April
Ronald Reagan Safe
Creation week for AR-Set2
None.
First week of 30 days for AR-Set1 (in house)
None.
Ariel Rios Location Backup & Safe
3rd Week of Month, April
Ronald Reagan Safe
Creation week for AR-Set3
Second week of 30 days for AR-Set1
First week of 30 days for AR-Set2 (in house)
Ariel Rios Location Backup & Safe
4th Week of Month, April
Ronald Reagan Safe
Creation week for AR-Set4
Second week of 30 days for AR-Set2
First week of 30 days for AR-Set3 (in house)
Third week of 30 days for AR-Set1
13
Revised 8/21/01
Backup Tape Cycle
Ariel Rios Location Backup & Safe
1st Week of Month, May
Ronald Reagan Safe
Creation week for AR-Set5
Second week of 30 days for AR-Set3
First week of 30 days for AR-Set4 (in house)
Third week of 30 days for AR-Set2
Fourth week of 30 days for AR-Set1
Ariel Rios Location Backup & Safe
2nd Week of Month, May
Ronald Reagan Safe
Creation week for AR-Set6
Second week of 30 days for AR-Set4
First week of 30 days for AR-Set5 (in house)
Third week of 30 days for AR-Set3
Fourth week of 30 days for AR-Set2
Fifth week AR-Set1 is returned & scratched
Ariel Rios Location Backup & Safe
3rd Week of Month, May
Ronald Reagan Safe
Creation week for AR-Set7
Second week of 30 days for AR-Set5
First week of 30 days for AR-Set6 (in house)
Third week of 30 days for AR-Set4
Fourth week of 30 days for AR-Set3
Fifth week AR-Set2 is returned & scratched
Ariel Rios Location Backup & Safe
4th Week of Month, May
Ronald Reagan Safe
Creation week for AR-Set8
Second week of 30 days for AR-Set6
First week of 30 days for AR-Set7 (in house)
Third week of 30 days for AR-Set5
Fourth week of 30 days for AR-Set4
Fifth week AR-Set3 is returned & scratched
14
15
