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Manage backup policies

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This topic describes the following sections:

Overview of backup policy

Backup policies are rules that define the schedule for automatic backups, the retention period, and other advanced backup settings. After you configure servers for backup, the data from these servers is backed up and retained according to the backup policy. A File server can have one or more backup sets, which can be independently configured, backed up, and restored.

A backup policy for a File server defines the following:

  • When a backup job is triggered.
  • The Bandwidth available for the agent to execute a backup job.
  • The period for which a snapshot is retained. 
  • The backup scan methods.
  • The pre and post custom script settings.

 It is possible to create backup policies for File server and MS-SQL server with the same name.

Note: Phoenix creates a default backup policy for your setup. The default backup policy is configured to back up all file types. You can assign the default backup policy to one or more backup sets. You can also update or delete this backup policy.

Best practices for creating a backup policy

  • Phoenix allows you to attach the same backup policy to different backup sets. 
  • You can assign only one backup policy to a backup set.
  • The backup policy can be of the only type, such as File or MS-SQL, but not both. 
  • You can create as many backup policies as you want, depending on the number of servers and the frequency of data change on these servers. For example, for File servers that change frequently, you can create a backup policy, and define a schedule for a weekly backup for a longer duration, along with short-burst backups every second day.
  • In a production environment, we recommend that you create platform-specific backup policies. Additionally, if you want Phoenix to back up different types of data from different versions of Windows and Linux servers, create a separate backup policy for each version of Windows and Linux servers, respectively. 
  • The backup policy defines the backup schedules for your File servers. The schedules that you set depends on the volume and frequency of data change on your File servers. The schedules also depend on the availability of bandwidth for data transmission to Phoenix Cloud. If you expect a large dataset during backups, you can schedule backups to run during off-peak hours, such as weekends or after a workday. 

Note: The backup schedule that you define in a backup policy depends on your organization's policies. 

About retention

Retention defines the rules for retaining your backed-up snapshots within storage. Use retention period to define the duration for which you want to retain your historic snapshots.

The main objective of retention is to keep important data for future access, depending on how critical it is, and how often it will be required. Retention also ensures that snapshots that are no longer required are cleaned from your storage periodically, resulting in less storage utilization and costs.

Retention should consider the value of your data, as well as the legal requirements that you might need to adhere to. This means that different types of data will be retained for different durations. For example, a bank's retention period for customers' financial records are different from facilities inventory records.

Main factors to consider while defining a retention period are,

  • Legal requirements
  • Storage costs
  • Type of data

What should you know about retention? 

  • The retention period is restricted to a minimum number of 14 days. It applies to all the new retention policies that you create.

  • Any changes that you make to the existing retention policies will be applied to all the new as well as the existing snapshots.

  • Retention periods are applicable for snapshots that reside on Phoenix CloudCache and Phoenix Cloud.
  • Phoenix requires you to specify appropriate retention settings to retain snapshots.
  • Phoenix runs a retention expiration algorithm every night at 11:45 PM UTC to delete the snapshots that have crossed the expiration period. This algorithm does not delete thawed snapshots. For more information, see Snapshots.
  • Phoenix follows the Gregorian calendar for tracking days.
  • For daily snapshots, Phoenix considers midnight as the end of a day.
  • For weekly snapshots, Phoenix considers midnight of Sunday as the end of the week.
  • For monthly snapshots, Phoenix considers midnight of the last day of a month as the end of the month.
  • For yearly snapshots, Phoenix considers the midnight of the last day of the year as the end of the year.
  • Snapshot name displayed on the Phoenix Management Console is snapshot creation time as per the server time zone, on which the backup occurred. Phoenix considers the time zone of the server for retaining the snapshots as per retention setting.
  • If you modify retention settings for a server, Phoenix retains all the snapshots created with the old retention settings. Phoenix does not apply new retention parameters to the old snapshots. Phoenix retains the old snapshots for the duration defined in the old retention settings.

How Phoenix uses retention settings? 

Phoenix follows the Grandfather-Father-Son (GFS) retention model. You must define the duration to retain snapshots.

  • Daily snapshots - Phoenix retains all the snapshots that are created for the number of days specified in Daily snapshots.
  • Weekly snapshots (Son) - Number of weekly snapshots that Phoenix should retain. Phoenix treats the latest snapshot in the week as the weekly snapshot.
  • Monthly snapshots (Father) - Number of monthly snapshots that Phoenix should retain. Phoenix treats the latest snapshot in the month as the monthly snapshot.
  • Yearly snapshots (Grandfather) - Number of yearly snapshots that Phoenix should retain. Phoenix treats the latest snapshot in the year as the yearly snapshot.

Example

Below is the calendar for September 2016.

Mon

Tue

Wed

Thu

Fri

Sat

Sun
     

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

    

Let us assume, if you have specified below configuration in your retention settings of the backup policy:

  • Keep all snapshots for - 14 days
  • Keep weekly revisions for  - 4 weeks
  • Keep monthly revisions for - 12 months
  • Keep yearly revisions for - 5 years

Assume, Phoenix performs a daily backup at 22:00 hrs in your environment and today’s date is September 15th, 14:00 hrs.

Based on the retention period, Phoenix retains snapshots as follows,

  • 14 Daily snapshots - Server A has been successfully backed up for the last 14 days. As per configuration, all the snapshots that are generated as part of backups are retained for 14th, 13th, 12th, 11th, 10th, 9th, 8th, 7th, 6th, 5th, 4th, 3rd, 2nd, and 1st September. On 14th September, 11:45 PM UTC, all the snapshots for 31st August are deleted.

Note: If you have configured Phoenix to back up your server multiple times within a day, Phoenix retains all the snapshots for 14 days.

  • 4 Weekly snapshots are retained for
    • 11th September
    • 4th September
    • 28th August
    • 21st August

Phoenix deletes the oldest weekly snapshot, that is, 21st August snapshot on completion of 4 weeks period on 18th September.

  • 12 Monthly snapshots are retained for
    • 31st August
    • 31st July
    • 30th June
    • 31st May
    • 30th April
    • 31st March
    • 29th February
    • 31st January
    • 31st December, 2015
    • 30th November, 2015
    • 31st October, 2015
    • 30th September, 2015

Phoenix deletes the oldest monthly snapshot, that is, 30th September, 2015 snapshot on completion of 12 months period on 30th September, 2016.

  • 5 Yearly snapshots are retained for
    • 31st December 2015
    • 31st December 2014
    • 31st December, 2013
    • 31st December, 2012
    • 31st December, 2011

Phoenix deletes the oldest yearly snapshot, that is, 31st December, 2011 snapshot on completion of 5 years period on 31st December, 2016.

Note: The exact backup policy configuration depends on the data needs of your File servers and your organization's policies. If you must, you can update backup policies frequently. To create backup policies that are best-suited for your environment, ensure that you are aware of your data needs and organizational policies. If you require assistance, contact Druva Support. 

Add a backup policy

This topic provides instructions to create a backup policy for the File servers.

Before adding a backup policy for File servers, ensure you have read:

Step 1: Provide general information

  1. Log on to Phoenix Management Console. 
  2. On the menu bar, click All Organizations, and select the required organization from the drop-down list.
  3. On the menu bar, click Manage > Backup Policies.
  4. Click Create New Backup Policy> File.
  5. On the Create New Backup Policy page, provide the following details under the Summary tab:
    Field Description
    Name The name for the backup policy that you want to create.
    Description A short description of the backup policy. 
  6. Click Next to define the backup schedule.

Step 2: Define a backup schedule

  1. Under the Backup Schedule tab, provide the following information:
    Field Description

    Start at

    The time when you want backups to start.

    Duration      

     

    The duration after which you want backup operations to stop.

    For example, if you set Start at to 9 AM and you set the duration to 2 hours, backups from your server start at 9 AM and stop at 11 AM, even if they do not complete.

    Max Bandwidth (Mbps)

     

    The maximum bandwidth that each server can consume while backing up data to Phoenix. 

    For scheduled backup, the job will consume the assigned bandwidth. However, for manually triggered backup, the job will consume the available bandwidth on your network.
    Repeat on The days on which you want backups to repeat.
    Delete a schedule The delete icon only appears if you have added more than one schedules defined. If you have only one schedule defined, you cannot delete it.

    Add More

    To create multiple schedules, click Add More as many times as the number of schedules that you want to create.

    Ignore backup duration for first backup

    The option to ignore the specified backup duration for the first backup job.

    You can disable this option to enforce backup duration for the first backup job.

    Automatic Retry

    The option to define the automatic retrial options for backup. For more information, see  Backup Retry.

    Note: If you do not want to define the automatic retrial options, clear the Automatic Retry check box.

    Max number of retries

    In an active schedule window, the maximum number of retry attempts for a job. By default, the field is set to 2 attempts.

    Wait interval before each retry

    The wait interval between each retry. By default, the field is set to 10 minutes.

    Enable Smart Scan

    Smart scan optimizes the scanning duration for backup. You can enable or disable the Smart scan option for the selected backup schedule.

    When you enable smart scan, you can use the following options to optimize scan duration:

    Skip ACL scan for unmodified files
    Scanning Access Control Lists consumes a lot of time. Enable this option to skip ACL scanning for files that are not modified.  Only scan files created/modified in the last <number of> months
    If files are not modified for a long period, enable this option to let Phoenix skip the unmodified files. You can choose: 
    • 3, 6, 9, or 12 months as the time period of unmodified or created files. One month here is an equivalent of 30 days. For example, if you select 3 months, Phoenix skips scanning files and folders that were not modified or created in the last 90 days.
    Full backup schedule
    Even if you enable smart scan, you can still run a full scan. You can choose to run a full scan every 24 weeks or less. We recommend that you run a full scan every 4 weeks. In addition, specify the preferred day, time, duration and bandwidth.

    See also, File Server FAQs.

    Note:
    • ACL scan is not applicable for Linux servers
    • Smart scan is not applicable for NTFS
    • If you change the backup content in the backup policy, all subsequent scans will be full scans

  2. Click Next to define the retention details.

Step 3: Define retention

  1. Under the Retention tab, provide the following information. 
    Field Description

    All snapshots for

    The duration for which you want to retain daily snapshots.

    Weekly revisions for

    The duration for which you want to retain weekly snapshots.

    Monthly revisions for

    The duration for which you want to retain monthly snapshots.

    Yearly revisions for

    The duration for which you want to retain yearly snapshots.

Note: 

  • Ensure that you enter a value in at least one of the fields. Phoenix treats the values in the empty fields as zero.

  • The retention period is restricted to a minimum number of 14 days. It applies to all the new retention policies that you create.

  • Any changes that you make to the existing retention policies will be applied to all the new as well as the existing snapshots.

  1. Click Next to define the pre and post script settings.

Step 4: Define pre and post script settings

You can optionally define settings for executing the pre-backup and post-backup scripts on Windows or Linux server. For more information about pre-backup and post-backup scripts, see Pre and post backup scripts for File server.

  1. Under the Pre/Post Script settings tab, provide the following information:

    Pre_post_backup_script.jpg
    Field Description

    Enable scripts for Windows servers  

    Select this check box to enable the execution of pre and post backup scripts on Windows server. When you select the checkbox, the Specify scripts location field gets enabled.

    Specify scripts location

    Specify the folder path containing the pre_script.bat and post_script.bat backup scripts.

    Enable scripts for Linux servers 

    Select the Enable scripts for Linux servers check box to enable the execution of pre and post backup scripts on Linux server. When you select the checkbox, the Specify scripts location field gets enabled.

    Specify scripts location

    In the Specify scripts location field, specify the folder path containing the pre_script.sh and post_script.sh backup scripts.

    Skip backup if

    Select one of the following options.

    • Pre-script is not present at the specified location
    • Pre-script execution fails

    Pre-script is not present at the specified location

    Select this option to skip the backup operation when the pre-backup script is unavailable at the location specified in the Specify scripts location field.

    Pre-script execution fails

    Select this option to skip the backup operation when the pre-backup script execution fails.
    Abort pre/post script execution if it does not complete in XX Hours/Minutes Select the time in hours or minutes after which the backup script execution aborts. If the script execution time limit is not specified,  the pre-backup and post-backup scripts run until the script execution is complete or 1 year, whichever is less. 
  2. Click Finish.
    The created backup policy is listed on the Manage Backup Policies page.

Copy a File server backup policy

To create multiple copies of a backup policy without having to create a backup policy each time, you can create a copy of an existing backup policy.

When you create a copy of a backup policy, the newly-created backup policy is identical to the policy that it was copied from. You can modify the properties of this backup policy according to your requirements.

To copy a file server backup policy

  1. Log on to Phoenix Management Console. 
  2. On the menu bar, click All Organizations, and select the required organization from the drop-down list.
  3. On the menu bar, click Manage > Backup Policies.
  4. Select a backup policy, and click Copy.
    Copy Backup Policy.PNG
  5. On the Copy Backup Policy page, provide the following details:
  • New backup policy name: The name for the new backup policy.
  • Description: A short description for the profile.

Note: The Selected backup policy field displays the name of the backup policy that you selected to copy . 

  1. Click Copy. 

Update backup policy schedule

  1. Log on to Phoenix Management Console. 
  2. On the menu bar, click All Organizations, and select the required organization from the drop-down list.
  3. On the menu bar, click Manage > Backup Policies. 
  4. Click the backup policy for which you want to update the schedule.
  5. Under the Schedule section, click Edit.
    Update_backup_Policy_schedule.PNG
  6. On the Edit Backup Policy Schedule page, update the following:
    Field Description

    Start at

    The time when you want backups to start.

    Duration      

     

    The duration after which you want backup operations to stop.

    For example, if you set Start at to 9 AM and you set the duration to 2 hours, backups from your server start at 9 AM and stop at 11 AM, even if they do not complete.

    Max Bandwidth (Mbps)

     

    The maximum bandwidth that each server can consume while backing up data to Phoenix. 

    For scheduled backup, the job will consume the assigned bandwidth. However, for manually triggered backup, the job will consume the available bandwidth on your network.
    Repeat on The days on which you want backups to repeat.
    Delete a schedule The delete icon only appears if you have added more than one schedules defined. If you have only one schedule defined, you cannot delete it.

    Add More

    To create multiple schedules, click Add More as many times as the number of schedules that you want to create.

    Ignore backup duration for first backup

    Ignores the specified backup duration for the first backup job.

    You can disable this option to enforce backup duration for the first backup job.

    Automatic Retry

     

    Enables Phoenix to automatically retry failed backup attempts. Automatic backup retries will occur only between the defined scheduled duration. 

    For more information, see  Backup Retry.

    Max number of retries

    In an active schedule window, the maximum number of retry attempts for a job. By default, the field is set to 2 attempts.

    Wait interval before each retry

     

    The wait interval between each retry.

    Note: By default, the field is set to 10 minutes.
    Enable Smart Scan Smart scan optimizes the scanning duration for backup. You can enable or disable the Smart scan option for the selected backup schedule.

    When you enable smart scan, you can use the following options to optimize scan duration:

    Skip ACL scan for unmodified files
    Scanning Access Control Lists consumes a lot of time. Enable this option to skip ACL scanning for files that are not modified.  Only scan files created/modified in the last <number of> months
    If files are not modified for a long period, enable this option to let Phoenix skip the unmodified files. You can choose: 
    • 3, 6, 9, or 12 months as the time period of unmodified or created files. One month here is an equivalent of 30 days. For example, if you select 3 months, Phoenix skips scanning files and folders that were not modified or created in the last 90 days.
    Full backup schedule
    Even if you enable smart scan, you can still run a full scan. You can choose to run a full scan every 24 weeks or less. We recommend that you run a full scan every 4 weeks.In addition, specify the preferred day, time, duration and bandwidth.
    Note:
    • ACL scan is not applicable for Linux servers
    • Smart scan is not applicable for NTFS
    • If you change the backup content in the backup policy, all subsequent scans will be full scans

    See also, File Server FAQs.
  7. Click Save.

Update retention details 

If you are a cloud-derived administrator or a group-derived administrator, you can update retention period of the existing backup policies. While updating a retention period, you can specify the duration for which you want Phoenix to retain daily, weekly, monthly, and yearly snapshots. The changes made in the retention period get applied to the snapshots that are created after updating the retention period.

To update a retention period

  1. Log on to Phoenix Management Console. 
  2. On the menu bar, click All Organizations, and select the required organization from the drop-down list.
  3. On the menu bar, click Manage > Backup Policies. 
  4. On the Manage Backup Policies page, click the backup policy for which you want to update the retention period.
  5. Under the Retention area, click Edit.
    Edit_retention_File.PNG
  6. On the Edit Retention page, update the values in the required fields to retain snapshots.
    For more information about the fields, see Retention period.
  7. Click Update.

Update pre-backup and post-backup script settings

If you are a cloud-derived administrator or a group-derived administrator, you can update the pre-backup and post-backup script settings of the existing backup policies.

While updating the backup script settings of a backup policy, you can specify the location of pre and post backup scripts for execution for Windows and Linux servers. Additionally, you can also configure the setting to skip a backup, if the backup pre-script is unavailable at the specified location.

Procedure

  1. Log on to Phoenix Management Console. 
  2. On the menu bar, click All Organizations, and select the required organization from the drop-down list.
  3. On the menu bar, click Manage > Backup Policies. 
  4. On the Manage Backup Policies page, click the backup policy that you want to update.
  5. Under the Pre/Post Backup Script area, click Edit.
    Edit_pre_post_script.jpg
     
  6. On the Edit Backup Policy Pre/Post Script page, update the following settings:

    Field

    Description

    Enable scripts for Windows servers  

    Select the check box to enable the execution of pre and post backup scripts on Windows server. When you select the check box, the Specify scripts location field gets enabled.

    Specify scripts location

    Specify the folder path containing the pre_script.bat and post_script.bat backup scripts.

    Enable scripts for Linux servers 

    Select the Enable scripts for Linux servers check box to enable the execution of pre and post backup scripts on Linux server. When you select the check box, the Specify scripts location field gets enabled.

    Specify scripts location

    In the Specify scripts location field, specify the folder path the pre_script.sh and post_script.sh backup scripts.

    Skip backup if

    Select one of the following options:

    • Pre-script is not present at the specified location
    • Pre-script execution fails

    Pre-script is not present at the specified location

    Select this option to skip the backup operation when the pre-backup script is unavailable at the location specified in the Specify scripts location field.

    Pre-script execution fails

    Select this option to skip the backup operation when the pre-backup script execution fails.
    Abort pre/post script execution if it does not complete in XX Hours/Minutes Specify the time in hours or minutes after which the backup script execution aborts. If the script execution time limit is not specified,  the pre-backup and post-backup scripts run until the script execution is complete or 1 year, whichever is less. 
  7. Click Save to save the changes made.

Remove a backup policy

If you are a cloud-derived or a group-derived administrator, you can remove backup policies that are not assigned to servers. Before you remove a backup policy, ensure that you assign a new backup policy to the server.

Procedure

  1. Log on to Phoenix Management Console.
  2. On the menu bar, click All Organizations, and select the required organization from the drop-down list.
  3. On the menu bar, click Manage > Backup Policies. 
  4. Click the backup policy that you want to remove.
  5. Click Delete.

Note: You cannot delete backup policies that you have assigned to multiple backup sets.