Georgia Southern University: SACS Accreditation Web Site

Standard Number 3.4.11: The institution protects the security, confidentiality, and integrity of its student academic records and maintains special security measures to protect and back up data.

The guidelines from the Board of Regents regarding computer security and the institution’s own Computer Use Policy and Information Technology Security Standards and Guidelines offer evidence of assertive and proactive protection of university computer resources accessible by students. The institution adheres to the policies of the Family Educational Rights and Privacy Act of 1974, and student rights/responsibilities are clearly documented in the Student Handbook. Confidentiality and integrity appear well protected. However, no information is provided about the back up of student records or the protection of files (computer and/or print media). Without information about protection of student data in the event of a physical (i.e., fire) or electronic (i.e., computer) crash event, no determination can be made regarding record security. The On-Site Review Committee should confirm that the institution maintains special security measures to protect and back up data.

As revised in May 2004, Georgia Southern University’s policy regarding the back up and protection of the student record system—Banner—is as follows.

Procedure: Data/Software Backup and Off-Site Storage

Purpose: To establish procedures for creating and maintaining electronic copies of institutional software and data in order to provide backup and recovery in case of system failure.

Scope: These procedures apply to software and data residing on Georgia Southern University’s host computer systems under the management of Information Technology Services. A complete machine list is shown in the table below. Special instructions for the Banner database host follow.

Machines

Machine	Operating System	Purpose	Maker	Model
eagle2	Solaris8	DNS”, DHCP, PH test	Sun	Enterprise 250 Enterprise Server
gssun2	Solaris8	Banner Backup/Banner Web	Sun	Enterprise 450 Enterprise Server
gssun4	Solaris8	Oracle Classes	Sun	Enterprise 250
gssun3	Solaris8	Banner	Sun	Enterprise 4500
gssun1	Solaris8	WebCT and Real Server	Sun	Enterprise 420
eagle1	Solaris8	DNS’, Mail Forwarding, Time Server	Sun	Enterprise 450
eagle3	Solaris8	Web Enabled Forms	Sun	Enterprise 450
eagle4	Solaris8	Email/Web	Sun	Enterprise 4500
eagle5	Solaris8	Datawarehouse	Sun	Enterprise 3500
eagle6	Solaris 2.7	Touchnet	Sun	Enterprise 250
eagle7	Solaris8	Remedy	Sun	Enterprise 250
eagle8	Solaris8	Crystal Reports	Sun	Enterprise 280R
eagle9	Solaris8	Banner Backup Machine	Sun	Enterprise 280R

Daily: Once a week, on Saturday evening, a master backup is performed on all systems except for files specifically excluded. For instance, live database files are excluded since they are backed up from a cold backup in a different directory.

Monday through Friday, differential backups are conducted. These backups contain changes since the last master.

Special Daily (gssun3-Banner Database):

Each evening, at 11:45 p.m., Monday through Friday, the production database is shutdown in order to perform a cold backup. These backup files are copied to a separate directory and are backed up to the Unitrends disk backup during the daily backup procedure.

Monthly: Whichever master backup falls closest to month end is copied to tape. The most recent monthly tape is stored in a safety deposit box at a local BB&T bank. Other monthly tapes are stored in the Marvin Pittman Administration Building Computer Room.

Retention: Daily Backups are kept for two weeks before being overwritten.

Monthly backups are kept for one year.

Special backups are kept as requested.

Off-Site Storage

Daily: All daily backups are saved to disk, utilizing the Unitrends backup solution. These backups are not located in the same computer room as the machines that are backed up. They are located in the College of Information Technology’s machine room.

Monthly: The most recent monthly tape is stored in a safety deposit box at a local BB&T bank in downtown Statesboro.

Recovery Procedures:

When a file restoration is deemed necessary, the appropriate tape is located depending on the acceptable date range of the data requested to be restored. If the latest available is requested, it is pulled from this order:

Daily backup located in Unitrends disk backup
Monthly tape located in College of Information Technology machine room
Monthly tape located in bank safety deposit box

If the data to be restored is from a selected range less than latest available, the appropriate tape is located.

Restoration: Recovery of select files will not be automatically copied to the production area. A temporary file system will be used to hold the data while it is examined. After the inspection determines that restoration would be valid, the selected files will be restored to their original location.

Database files: Database files will be handled in the same manner as the procedures described above with the following exception. Database files must be recovered in full sets. If possible, the database will be restored to an alternate location for testing. Any database files from the existing partial database will be saved before restoration is initiated. When possible, user testing will be completed before database operations are restored for general use.

The following are copies of six emails received by Ms. Jacqueline M. Robbins in Information Technology Services, verifying that the backups ran successfully for January 11, 2005.

First Email

Jacqueline M Robbins
IT Services - Georgia Southern University
P. O. Box 08136
Statesboro GA 30460
jrobbins@GeorgiaSouthern.edu

>>> root <root@dpu.cc.GeorgiaSouthern.edu> 1/11/2005 4:16:10 AM >>>
BP version 2.0.0a
Scheduled WorkGroup Backup #4
(Netware Servers)

Started on Tue Jan 11 02:41:34 2005
Tape #11 (Virtual tape for D2D device DPU3
) was used
Total Megabytes: 14107
Total Files....: 134750
Scheduled Backup Ended at: Tue Jan 11 04:16:10 2005
Elapsed Time...: 1 hour 34 minutes
No Extended Tech Support Present

gwweb.georgia - INCREMENTAL Task-5722     Backup-5312      SUCCESSFUL
Files: 35       Megs: 5                   Verify was not performed

groupwise.geo - INCREMENTAL Task-5723     Backup-5313      SUCCESSFUL
Files: 15411    Megs: 4647                Verify was not performed

gasou5.georgi - INCREMENTAL Task-5724     Backup-5314      SUCCESSFUL
Files: 14845    Megs: 2633                Verify was not performed

gasou6.georgi - INCREMENTAL Task-5725     Backup-5315      SUCCESSFUL
Files: 10622    Megs: 1058                Verify was not performed

controllerdiv - INCREMENTAL Task-5726     Backup-5316      SUCCESSFUL
Files: 128      Megs: 169                 Verify was not performed

zenwsimport   - INCREMENTAL Task-5727     Backup-5317      SUCCESSFUL
Files: 33       Megs: 54                  Verify was not performed

cluster1_apps - INCREMENTAL Task-5728     Backup-5323      SUCCESSFUL
Files: 3032     Megs: 2661                Verify was not performed

cluster1_home - INCREMENTAL Task-5729     Backup-5324      SUCCESSFUL
Files: 523      Megs: 238                 Verify was not performed

cluster1_imag - INCREMENTAL Task-5730     Backup-5330      SUCCESSFUL
Files: 90059    Megs: 2583                Verify was not performed

cluster1_bann - INCREMENTAL Task-5731     Backup-5340      SUCCESSFUL
Files: 62       Megs: 59                  Verify was not performed
Message: Task completed

Schedule consistency stats: TaskCount=10 Transfer Index=149.1

Second Email

Third Email

Jacqueline M Robbins
IT Services - Georgia Southern University
P. O. Box 08136
Statesboro GA 30460
jrobbins@GeorgiaSouthern.edu

>>> root <root@dpu.cc.GeorgiaSouthern.edu> 1/11/2005 7:14:09 AM >>>

BP version 2.0.0a
Scheduled WorkGroup Backup #11
(WebCT)

Started on Tue Jan 11 02:39:38 2005
Tape #13 (Virtual tape for D2D device LSI2
) was used
Total Megabytes: 0
Total Files....: 0
Scheduled Backup Ended at: Tue Jan 11 07:14:08 2005
Elapsed Time...: 4 hours 34 minutes
No Extended Tech Support Present

gssun1.cc.geo - SELECTIVE Task-5721 Backup-5311 SUCCESSFUL
Files: 0 Megs: 0 Verify was not performed

Schedule consistency stats: TaskCount=1 Transfer Index=0.0

Fourth Email

Jacqueline M Robbins
IT Services - Georgia Southern University
P. O. Box 08136
Statesboro GA 30460
jrobbins@GeorgiaSouthern.edu

>>> root <root@dpu.cc.GeorgiaSouthern.edu> 1/11/2005 8:36:41 AM >>>
BP version 2.0.0a
Scheduled WorkGroup Backup #12
(Sun Servers)

Started on Tue Jan 11 02:44:27 2005
Tape #10 (Virtual tape for D2D device DPU2
) was used
Total Megabytes: 0
Total Files....: 55031
Scheduled Backup Ended at: Tue Jan 11 08:36:39 2005
Elapsed Time...: 5 hours 52 minutes
No Extended Tech Support Present

eagle3.cc.geo - INCREMENTAL Task-5732     Backup-5318      SUCCESSFUL
Files: 420      Megs: 0                   Verify was not performed

eagle1.cc.geo - INCREMENTAL Task-5733     Backup-5319      SUCCESSFUL
Files: 575      Megs: 0                   Verify was not performed

eagle2.cc.geo - INCREMENTAL Task-5734     Backup-5320      SUCCESSFUL
Files: 364      Megs: 0                   Verify was not performed

eagle4.cc.geo - INCREMENTAL Task-5735     Backup-5321      SUCCESSFUL
Files: 51824    Megs: 0                   Verify was not performed

eagle5.cc.geo - INCREMENTAL Task-5736     Backup-5322      SUCCESSFUL
Files: 747      Megs: 0                   Verify was not performed

eagle6.cc.geo - INCREMENTAL Task-5737     Backup-5325      SUCCESSFUL
Files: 174      Megs: 0                   Verify was not performed

gssun2.cc.geo - INCREMENTAL Task-5738     Backup-5326      SUCCESSFUL
Files: 336      Megs: 0                   Verify was not performed

eagle9.cc.geo - INCREMENTAL Task-5739     Backup-5327      SUCCESSFUL
Files: 296      Megs: 0                   Verify was not performed

eagle10.cc.ge - INCREMENTAL Task-5740     Backup-5328      SUCCESSFUL
Files: 295      Megs: 0                   Verify was not performed

Schedule consistency stats: TaskCount=9 Transfer Index=0.0

Fifth Email