Communication Plan

Key Audience: LAITS Customers, LAITS Staff

ITS will provide regular, actionable information to LAITS of how to identify inactive users.

Risk: Due to faculty vacations, not completing the adoption process before summer break, which would leave many devices with incomplete or missing backups in the cloud.

Mitigation: The project is planned to complete the cloud adoption process by May 1st which is anticipated to be sufficient time to all for faculty to complete backups before summer

UT Cloud Backup Essential Information

September 1st of 2019, the UTBackup service will adopt the following management practices:

1. Active Device policy (device deactivated after 6 months of no server contact)
   1. Devices that have not contacted the UTBackup service in six months or longer shall be deactivated automatically (the current practice depends on TSCs to manually deactivate stagnant devices).  For example, if a device has not had server contact from March 1, 2019 on, it will be deactivated on September 1, 2019.

1. Cold Storage policy (60 days data retention in cold storage for deactivated devices, then data is deleted)
   1. Deactivated devices shall have their data placed in cold storage for 60 days; any data in cold storage over 60 days will be deleted automatically (the current default cold storage policy is 5 days, with deletion of cold storage data aged over 5 days old).  For example, if a device is deactivated on September 1, 2019, data is retained until October 31, 2019.

1. Active User policy (user deactivated if not associated with an active device)
   1. Users that have no active devices (except TSCs) shall be deactivated automatically (the current user management practice depends on TSCs to manually deactivate inactive users; user accounts can always be reactivated by TSCs when needed

UT Backup Code Guideline

Code42 wants to see not more than 3 to 5 devices per user. Departments with the "single user, multi device problem" must create user accounts and switch their devices one by one to those accounts.

How to tell is there is a backup via the Administrative Console

1. Login to https://utbackup.utexas.edu/login/#/login
2. Go to Administration | Search Field: “MyEID”
3. Results: Users = 1 result
4. Click on the ‘1 result’
5. Show’s his entry, 4^th column is ‘Backup Devices = 1’
6. Click on ‘1’ and it opens the window for him.
7. The computer is listed half-way down the screen: click on ‘GOVT-D#####’
8. Opens a new window. Where it says ‘Destination: UTBackup-Master’ there is a circular arrow icon at the end of the line: Restore.

Check Your Code42 Backup (Windows) via the Code42 icon in the notification area

1. Windows: In the lower-right corner of the screen, click the Code42 icon 
2. Code42 Crashplan can be found in the Windows Start menu.
3. There's a list of your devices, the top device is the one you are currently using (This Device).
4. Select Details to check your backup status and Manage Files.

Check Your Code42 Backup (Mac) via the menu bar or via Applications

1. Mac: In the top-right corner of the screen, click the Code42 icon 
2. Mac: UTBackup can be found in your Applications list under Crashplan.
3. Sign in to Code42 with your EID and password
4. There's a list of your devices, the top device is the one you are currently using (This Device).
5. Select Details to check your backup status and Manage Files.