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The Essential Guide to Cloud-based Backup and Disaster Recovery

Business continuity plan

 

Developing your company’s business continuity plan begins with understanding the
technologies available and matching them to the use cases you have. Then, after
selecting a vendor, you can implement the solution, document your emergency
plan and test the entire thing – so you can confidently pull the trigger when the time
comes.

 

Backups

Backups are copies of your virtual and physical systems, including all the data in those
systems.
> Backups are typically done daily, and stored in increments beyond
that. Companies often adopt a retention schedule such as keeping daily
backups for a month, monthly backups for a year, and quarterly backups
beyond that.
> Backups are often mandated by operational or regulatory requirements.
> Backups can be stored on-premises, traditionally on tapes or archival
disk – or, nowadays, can be shipped to the cloud. The cloud-based options
provide:
> Geographic diversity from your main site
> Low cost options
> Straightforward management
While backups provide an easy way to ensure data is preserved, they have
weaknesses. Backups are a poor solution to time-sensitive,  system recovery
because each VM has to be manually restored before it can be accessed. This can
be very time consuming. Furthermore, because they are taken daily, backups do
not provide a very current view of the system. Restoring from a backup
could mean the loss of 23 hours of data.

 

Disaster Recovery

Disaster recovery is a system of replication designed to minimize downtime. It creates
a copy of the VM at a secondary location, and can fail-over in seconds or minutes.
> Most DR systems leverage a continuous replication technology, which can record
second-by-second changes on your primary system or a snapshot-based replication
which takes copies in 15-minute increments. These functions drive the Recovery Point
of the system – from seconds or minutes (continuous) to minutes or hours (snapshot),
depending on the configuration.
> While DR can be set up between multiple sites within a company, a cloud-based
option ensures:
> Geographic diversity, in the case of a natural disaster or power outage
> Lower costs, eliminating the cost of a secondary data center and
infrastructure
> The support of an engaged 3rd party to help in an emergency

Replication is the preferred method for minimizing downtime because the pace of
replication minimizes data loss by keeping the secondary copy up to date, creating
a very low Recovery Point. Secondly, the mechanism of replication, at the host-level,
syncs multiple VMs at the same time without impacting performance However, most replication systems do not create or store long term backups as
part of the replication function – and those backups might be required by your
operations or compliance teams.

 

When seeking a joint solution, consider:
> You may want to find a single vendor to handle both – having one cloud partner
for business continuity is often easier for the organization
> There may be integrated technologies that can handle both backup-as-a-service
and DRaaS from a single on-premises installation.
> You’ll definitely want proof – an audit trail – for both DR and Backups, if you
anticipate external oversight of your business continuity efforts
A skilled cloud provider will have familiarity with both DR and Backup – and will not
encourage you to make do with an incomplete solution. Work with someone with
tenure, positive analyst ratings, and a commitment to customer service.

 

 

Categorizing your IT systems
Disaster events can be large or small – and while most businesses will not face a wholesale disaster that touches their entire infrastructure, it is impossible to predict where a disaster will strike. So, it’s best to take a holistic approach by starting with a
pretty good inventory of your IT systems.

 

Inventories and Notes
The first step to identifying the needs of your IT environment is getting a solid list of potentially impacted systems. Talk to your IT department, stakeholders from other business units, and even your security team for input. You’re looking for:
> On-premises systems that support business applications – these tend to
be long-running and can even be physical (not virtualized) systems
> Anything running in your virtual environment on-premises
> Systems housing departmental applications, which may be outside your
data center but are still on-premises

Systems used for development and testing, which are typically transient
> Applications housed in the cloud
> SaaS applications which are consumed entirely via the internet
Typical organizations can have up to a few hundred applications, though some rare
over-achievers top 1000. The idea isn’t to necessarily categorize every one, but
rather cast a wide enough net to ensure you’re capturing the ones that are business
critical. At iland, we help our customers identify essential workloads for backup
and DR protection with a tool called iland Catalyst which provides full visibility into
your existing environment so that you can select various workloads, understand
performance impacts and resource needs in the cloud and simplify your migration to
cloud backup and DR.
For business critical workloads, both on-premises and cloud-based, it’s important to
consider a few factors:

1. How frequently is this system accessed?
2. How often does the data in the system change?
3. How hard is it to recreate the data – or does it have value at all?
4. Is it interdependent with any other systems?

 

Access Frequency drives RTO
The Recovery Time Objective is the time between when the system goes down and
when it comes back up again. Sometimes, that’s just the time it takes to reboot a
system, which can be measured in minutes. Other times, it takes a great deal more to
revive a dead system – depending both on its manner of dying and on the business
continuity plan you have in place.
If a system is used infrequently – for example, if it is the monthly invoice system – then
for 3 weeks of the month, it’s untouched. It could go down for 48 hours, and no one
would be the wiser – or at least materially impacted.
On the flip side, if the system is your public-facing web site, from which you take an order every 5 minutes, 30 minutes of downtime can be extremely noticeable and
expensive to the business.
For infrequently-used systems, you can be more lenient on RTO targets. Maybe
recovering from a backup – which often takes hours or days – is sufficient. For those
that are highly-accessed, you’ll need something that measures recovery in minutes,
and thus, doesn’t begin with “procure new hardware.”

 

Data Update Frequency Drives RPO
The Recovery Point Objective is a measure of how much data you lose while the system
is offline. Some continuity tools take a snapshot of the system daily, while others do
continuous replication. Daily or hourly snapshots might be sufficient – or they might be
throwing out gobs of data that will later have to be recovered (or forever lost).
If the system is updated infrequently – say, once a week – then you can be offline for 24
hours and the last known copy of the system is still accurate. A snapshot you took last
night of a system that won’t change until Thursday is perfectly good.
However, if the system is updated frequently, you could lose a great deal of data.
Weather prediction models tend to be updated twice daily, so, if your system is out for
3 days – and you revert to the last known daily snapshot – you’ve lost 6 updates. If it’s
updated more frequently (like sales data off your web site), you’re losing a great deal
more still. But, this brings us to the next question…
How replaceable is the data – really?

 

While all data is typically treated as gold by an enterprise, some data is more important
than others. Sales data tends to be critical, along with order information, fulfillment,
accounting data and so on.
But, in the example above, what good was the weather model from 24 hours ago?
Does it have any useful value now that a new, more current, model is available? Also,
those days have passed – and it rained (or didn’t) – regardless of what the model said.
So, really, that data probably isn’t critical at all. Losing 3 days of it simply means waiting
until the next available model is released.
Some data is needed long past its created for legal or operational reasons. Other data
is naturally ephemeral, and requires no further storage. Identifying which systems
hold which data is critical to accurately tuning your investment in continuity tools.

 

Interdependence – the final straw
As a final step, identify which systems are actually interdependent. Why? Because
sometimes an innocuous and uninteresting system is actually the key to the
operations of a far more critical system. So, always double-check dependencies to
ensure you’re properly classifying all the machines.
Bringing it all together
Now, you should have a pretty good list of systems and their characteristics. You can
stack rank them in terms of business criticality to remain online (RTO) and data change
(RPO), and begin to map them to the technologies available in section 1. You will likely
find that:
> The most critical systems to your business should be protected with a
proper continuous or frequently-replicating Disaster Recovery solution
> A second-tier of less critical but still core systems should also be
protected with a DR solution, though they may be able to wait their turn to be initialized in a disaster.

A third tier of systems might be fine with simple backups, with the
understanding that days or weeks may pass before they become available
again
> A final tier – like testing systems – may be entirely transient and thus they could be lost with little downside.

 

Before you set off to implement this plan, bear in mind a few things:
1. You’ll want to communicate this plan to business stakeholders to get
their opinion on the criticality of systems. After all, it’s theirs to prioritize too.
2. Check out the prices from DR and Backup vendors. Particularly with cloudbased DR-as-a-Service, the prices could be low enough to make it easier and
faster to just protect the bulk of your systems with the same solution.
3. Cloud-based workloads often come with the option for something like
cloud-to-cloud recovery, which is effectively DRaaS for cloud systems. You
can fail over to another location in the same cloud – or another cloud
entirely.

 

Backups
Many types of software can help you take regular backups. In virtual environments,
there are built-in mechanisms, as well as options for backup management from a
number of systems management and virtualization management vendors. Typically,
backups are taken in regular increments and stored on a schedule – daily for a
week, weekly for a month, monthly for a year. But, where are they stored? Guidelines
suggest:
> Have at least three copies of your data
> Store the copies on two different media
> Keep one backup copy offsite – and preferably well outside the impact
zone of any local disaster in a safe, secure location

 

So, taking the backups is easy. But, storing them becomes a pain. Off-site storage can
be ok if you happen to have a secondary data center, far enough from the first. For
many organizations with a cluster of local sites, that far-flung secondary data center is
out of the question. That’s why many consider cloud backup options.
Cloud backups provide:
> An easy-to-implement shuttling of your backups to a third-party location
> Operational expenses in place of up-front infrastructure, data center,
power, cooling and staffing costs

 

Geographic diversity within your region of governance – you often don’t
want to leave the country, or additional legal complexities could emerge
> Very easy expansion options as your backups and systems grow in size
> Ideally, a simple pricing structure
You’ll want to consider:
> Which provider will be best positioned to help configure and deploy your
cloud-based backups – and support you in the event of an emergency
> How much bandwidth you’ll need to send your data over the wire – with
whatever frequency you deem necessary
> Whether the same cloud provider can support both backups and DRaaS -making vendor management more straightforward

 

Disaster Recovery
There are a number of technologies that can support continuous or frequent
replication in a disaster recovery solution. To get recovery times and points within
minutes, you’ll need one of these solutions. The good news is that they are remarkably
capable technologies that require minimal installation and configuration. The bad
news is that like any business continuity solution, they need a target environment.
Just as with backup, the secondary location is paramount. For those companies
with two (or more) geographically-diverse data centers, there may be a plan for shunting replicas of data between those sites. However, you’ll still need to maintain
infrastructure capable of recovering those systems, idly sitting at the opposing
location. Anyone without a secondary site, however, is out of luck.
The alternative option – and often the most cost-effective solution – is cloud-based
DR, known as Disaster-Recovery-as-a-Service. An industry-leading DRaaS solution
provides:
> Continuous or rapid-enough replication to ensure you don’t lose a lot of
data
> An enterprise-class target cloud environment
> Strong post-failover management tools, to ensure you can seamlessly
operate your workloads for the duration of their stay in the cloud
> Integrated security features that mimic those you’d have on-premises
> A straightforward manner of failing back, once the emergency.

 

In choosing a DRaaS solution, you’ll want to consider:
> What your network configuration will look like – and can the DRaaS
provider accommodate it? Some configurations require more nuanced
implementations
> Whether you need support for physical systems or co-location
> How much support you’ll need from the provider – from architecture to
configuration to testing and support during a disaster
>Whether you and the DRaaS provider have adequate bandwidth available to
replicate the data?

 

Once you have your DRaaS solution implemented, it is important to spend a bit of time thinking through the broader plan. Obviously, you’ve already worked out how your technology will fare, once you press the red button. But, the human element of declaring a disaster bears some consideration too.

What is a disaster?

You should consider outlining, either globally or by tier of system, what sorts of
situations constitute a disaster for your company. Impending weather events of more
than 50% likelihood of catastrophe? Hardware failures with more than 24 hours of
guaranteed downtime? Thinking through these potential occurrences in advance will
remove some of the burden of last-minute decision making.
Who can press the button?

Ideally, someone involved in crafting your DR plan would man the controls at the
time of the disaster – but that can’t always be guaranteed. Weather, logistics, staffing
changes and other factors all can mean someone else might have to enact the plan.
Make a list of folks who are authorized to make the call – and ensure they know what
they’ve signed up to do.

 

What’s the procedure?
Beyond failing over systems, disaster recovery plans will usually include
communications to the company and executive team, interactions with your DRaaS
provider, testing procedures to ensure a successful failover, and more. Create a
simple, short document to walk whomever is at the helm through everything they
need to know – and keep the acronyms and jargon out of it. No one has time to learn
new lingo in the middle of a crisis.

Who can they call for help?
Ensure that with that procedure document is a list of names, titles and contact
information for those who can help out – both internal to the company and at your
DRaaS provider.

 

What if you’ve gone dark?
Assume the worst in building this plan – no internet, no power, no land lines. Ensure
you have hard-copies of the plan in key places or on people’s laptops and phones.
And, of course, your staff, procedures and technology are all subject to change, so
revisit this plan periodically – perhaps during your annual/bi-annual DR test – to
ensure it’s all still valid and up to date

Test Your Plan

Things change in data centers and in life. New applications emerge. Old applications
pass into history. New people join and new systems come online. And, while it would
be nice to guarantee that with every shift, someone carefully considers the impact on
the DR plan – but that’s not usually the case.
The problem is, when disaster does strike, it is critical that you trust the system you
have in place. If not, you might be reticent to press the button – rendering the whole
exercise useless. In fact, study after study has shown that the biggest failure point in
DR planning is the ultimate fear of enacting the plan – due to concerns about whether
it will work. If the litany of systems changes looms large as the disaster bears down,
it’s easy to see why a company might abort.
The good news is that this can be easily avoided by testing the plan regularly. Some
organizations do it on a monthly basis, while others on a quarterly basis. The rate of
change of the systems in place should drive the frequency of your tests.
Most DR systems enable non-intrusive testing, which is invisible to the end users.
They bring up the systems at the secondary site without taking down the primary site.

 

But, some organizations prefer to do a full test – simulating a real outage by literally
pulling the plug. You can be certain those companies are fully confident when the time
comes. The two types of testing are called Failover Tests and Live Failover:

Failover Test

A failover test is a safe, non-disruptive option. This will bring up the VMs that have been replicated to your DR environment, and allow you to do whatever testing you need to do, without impacting anything in your production environment whatsoever. Once you end the test, the VMs will be removed, and the data will begin replicating again (some technologies continually synchronize in the background even while you’re testing). Ideally, your DRaaS provider should let you test any time, for minimal cost.

Live Failover

This is the failover designed to simulate a full disaster. A live failover will
assume that your production environment is down, and that the VMs being failed over are now supposed to be the primary systems. Once you have
failed over, replication stops coming from your production site, since the
original environment would be destroyed or inaccessible in a disaster (during
such a test, often replication is reversed, therefore, storing changes back in
your on-premises environment as if it were the DR target). This is clearly a
more extreme type of testing, but it isn’t uncommon among companies who want complete assurance that their DR plan will work Work with your DRaaS provider to triage any issues that emerged in the test. Often, it’s
a network configuration or a new system that simply needs updating.

You’re not alone – Cloud First  is happy to help
As we walk through the steps in building a business continuity plan for your business,
you may find you have questions along the way – about technology options, system
requirements or the fail-over process itself. Whatever your questions, sometimes
phoning an expert can save time and reduce frustration.

 

With over 20 years of experience architecting and delivering Disaster Recovery solutions for our global customers, we’ve seen it all – from complex networking to legacy systems to challenging procurement processes. In that time, we’ve learned that the best way to support customers is to roll up our sleeves and help solve their DR
challenges from the up-front planning and architecture phase through deployment and even during the disaster itself.