Disaster/Backup Recovery Plan: Our Approach

Version 4

    Why a Disaster/Backup Recovery Plan?

    As the Instructure Community Management Team, we are hyper aware of the time and energy it takes to design, construct, maintain and grow a robust external community.  There is a lot of plan > test > review > repeat that goes into every space, group, document, comment, widget, and more.  This is why it became our priority to plan for the spectrum of simple mistakes to large scale losses of content.

     

    We read (and felt good about) Jive's preparation in their Data Backup and Disaster Recovery Plan.  We found the Enhanced Disaster Recovery note in the Introducing JiveX Spring 2014 Release, but could not find any additional information on it.

    Enhanced Disaster Recovery (coming in cloud) - All Jive clients instances today are recovered as soon as possible in the event of a disaster.  However, at the end of Q2 we will offer Enhanced Disaster Recovery services that include documented plans, recovery point and time objectives, as well as specific service level agreements (SLAs) if needed. Customers can chose the level of service that suits their requirements.

    We looked at 2 other community documents that also mention plans for restoration  (Community backup  Jive Exporting tool), however neither of these provide the information we were seeking either.

     

    How do you backup/archive?

    In order to preserve our countless hours of meticulous work we developed a process that will provide us with a basic site map, screenshots of vital spaces, documented processes, templates, specialized widget information, and lines upon lines of html.  We would like to share our approach so that it might help you, or better yet, you could help us improve our ways!


    Basic Site Map

    The site map needed to be simple yet robust enough to handle the expansive hierarchy of our community spaces.  We started with a Google Doc, but quickly found ourselves in a formatting nightmare.  Switching to a Google Form gave us simple complexity!  At this time our Google Form includes a date stamp of when the community content was backed up, the name of the content, and the link to the specific Google Doc that holds the archive.  The columns of cells are used to illustrate hierarchy and nesting.

    site map.png


    Screenshots & Widgets

    Spaces, Groups, and complex documents are stored using a Google Doc.  The Google Docs are then saved in a Google file structure that mirrors the site map.  Each doc contains the page or doc URL, a scrolling screenshot of the page or doc, a table of contents, and descriptions of each widget or tile. All banners, icons, buttons, and other assets are stored in a dropbox folder.  They can be restored to the correct page if necessary by referencing the screenshots.

    welcom.png

     

    Processes & Templates

    We document most of our processes and templates as Jive Documents in our secret internal spaces.  Most Documents can be downloaded to PDF, however we have had a few that we use to store complex HTML.  These docs require the use of Disaster Doc Template.  PDF documents are uploaded to the correct google folder and then linked into the site map for archive.

     

    Other

    We are still discovering other items we want to archive and backup.  Our most recent addition was Ideas.  To preserve a copy of our rapidly growing idea pool we download the spreadsheet monthly and upload it to the correct Google File.  This has already proved useful as we cross-referenced an idea that was modified after voting opened.

     

    How often do you update the backups/archives?

    We're still so new into this process that we're not sure how often we will do a systematic check.  For now, the responsibility lies in the hands of the editor.  If/when someone on our team makes substantial changes to a page it is their responsibility to update the screenshot, widget, site map, and add any new pages/docs.