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• Frequently Asked Questions

Frequently Asked Questions for BaRS Users

1. What is a "missed backup?
2. What is a "failed backup?
3. How do I perform an unscheduled backup of a file?
4. How secure are my files?
5. How safe are my files?
6. How private are my files?
7. Are BaRS backups HIPAA-compliant?
8. Should I backup everything on my computer?
9. Can I exclude certain files or folders from routine backups?
10. What is a full or standard backup?
11. Can I get a copy of my data backed up onto CD-Rom or DVD?
12. How long are my files kept?
13. How can I verify that my files are backed up?
14. Are my backed up files compressed?
15. Why does the billed BaRS usage look so much higher than the size of my documents folder?
16. How do I get help for backup problems?
17. What do I do if I have billing questions?

• What is a "missed backup?" A missed backup happens when a scheduled backup does not start, usually because your computer was not turned on or the TSM scheduler on your computer was not running.
• What is a "failed backup?" When a scheduled backup starts but either terminates because of an error or fails to back up all the files that should have been backed up, it is marked as "FAILED." Failed backups on Windows clients are often caused by active applications with open files.
• How do I perform an unscheduled backup of a file? You can perform additional, unscheduled backups at any time using the TSM Backup application on your computer. See Using TSM Backup to restore or back up a file.
• How secure are my files? Your backups are stored on tapes in a secure, climate-controlled data storage facility located on campus. Copies are also kept off site by a professional remote data storage service.
• How safe are my files? TSM backups are networked backups--when your files are backed up, they are transmitted to the tape storage facility via the campus network. TSM does NOT encrypt your files before they are transmitted. Consequently, there is a remote possibility that a network hacker using some sort of "packet sniffer" software could copy data as it is being transmitted. If you have files on your system that contain highly sensitive data, you might want to take the following steps:
  • Encrypt your files before backing them up (be sure to keep a full history of the passwords for files that you encrypt).
  • Exclude files that contain password information from your backups (see Can I exclude certain files..., below).
  
• How private are my files? With the exception of IT Services Systems Administrators, who must have access in order to administer the backup service, only you have access to your files. System Administrators are bound under strict confidentiality agreements and University policy to protect the security of the data. NOTE: while is it the University's policy to strictly guard the confidentiality of your files, the University may, as a result of investigations, subpoenas or lawsuits, be required by law to produce the files or other information relating to the files. For more information, see Privacy and electronic record keeping at Stanford.
• Are BaRS backups HIPAA-compliant? At the present time we cannot guarantee that data maintained as part of this program will be HIPAA (Health Insurance Portability and Accountability Act of 1996) compliant. Hospital and clinic faculty and staff are urged to contact IT Services for more information before signing up for the Backup and Recovery Service.
• Should I backup everything on my computer? In most cases, backing up everything on your computer is not necessary. If all the system files and applications can be installed from their original CD's, and if time permits, then backing up only data is a great way to save in backup costs. However, if your system is highly customized, you have many programs that you no longer have the CD's for, or if rebuilding your system quickly is more important than the cost, a full backup might be better for you.
• Can I exclude certain files or folders from routine backups? On the main TSM Backup window, select Edit==>Preferences. In the left column, highlight Include-Exclude. Use the Browse button to select password files for exclusion. BE SURE TO SELECT Exclude and NOT Include.
• What is a full or standard backup?The "standard" backup profile backs up data files only. The profiles differ slightly depending on what platform is being used. In Mac OS 9, the Applications and System Folder will not be backed up with the exception of user data and preferences within the System Folder. (Currently there are no "standard" backup profiles for Mac OS X.) For Windows platform machines, certain files are excluded from the backup that run programs and the Operating System, for example .exe and .cab files. This option will reduce backup costs. However, if the application and system files are needed, you will need to re-install the software from the software installation CD's. Special measures should be taken to make sure that no data is being saved in excluded directories.
      The Full option will backup all data, application and System folders. By choosing this option you are choosing a more comprehensive backup but with an increased cost.
• Can I get a copy of my data backed up onto CD-Rom or DVD? Due to resource constraints, we do not offer a CD/DVD backup service to our clients.
• How long are my files kept? An unchanged file will be kept indefinitely. But, file retention can be affected by how often a file is updated. Up to three iterations of a file will be retained by successive backups. If a file is updated again, the oldest version will be discarded when the next scheduled TSM backup occurs. If you need to keep multiple versions of a file (i.e., more than three versions) be sure to give each version a unique name.
• How can I verify that my files are backed up? Point your Web browser to the BaRS status page at bars.stanford.edu to display current information on your scheduled backups, storage usage and data transfer.
• Are my backed up files compressed? By default, files being backed up are compressed if they are compressible. Examples of files that cannot be compressed are MPEGs and JPEGs, because they are already compressed in their native format.
• Why does the billed BaRS usage look so much higher than the size of my documents folder? The billed GB monthly rate is the highwater mark of your stored data usage in the month. It counts the "initial" version of each file backed up, along with up to two copies of subsequent versions of each file that is changed. If you do not make changes to a lot of files, you may have one verison of most files, and changed versions of only a few. If you make lots of changes to your data, you may have three complete verions of much of your data. For example, your email "In" box file, will most likely change everyday due to incoming mail. Therefore, there will be a copy of your "In" box from the first backup, plus the following two consecutive backups to reflect any changes that have been made to that file. Also, stored data may be resident in places other than your documents folder. If you have a "full" profile, you are backing up applications along with unique data. IT Services recommends that most BaRS clients use a "standard" profile which backs up only your unique data, including documents, email, etc.
• How do I get help for backup problems? The service overview has general information on backup. If you need additional assistance, please contact your local Bars administrator.
• What do I do if I have billing questions? Submit a HelpSU ticket, stating your billing question.