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FileHold Server Back Up and Recovery Guide

Customers are responsible for arranging the backup of their data if their systems are not being hosted by FileHold Systems. This guide is intended to assist you to create a backup plan for your data that is stored in your FileHold system.

We are happy to review your backup and restore strategy as part of your current FileCare agreement. FileHold professional services are available if you require more extensive assistance with preparing a backup strategy.

There are many reasons to maintain a backup of your data including ransomware attacks, equipment failure, data center failure and user error. Every good backup plan should include regular restoration tests. No special FileHold license is required to test restoring from a backup as long as testing can be completed within 7 days. Test licenses are available for customers that need more time to complete their tests.

In addition to backing up the elements in the table below, the following data protection points should also be considered. Having only one element of safety in place is only satisfying the bare minimum of disaster recovery and business continuity procedures.

  • Regular server or virtual machine imaging and offsite data storage at regular intervals.
  • Redundant disk subsystem such as RAID or similar support from a SAN or NAS to protect databases and documents. Redundant disk subsystems can survive single and in some cases multiple failures without losing data.
  • Set up the Microsoft SQL maintenance plan to backup Microsoft SQL databases and SQL log on a nightly basis.
  • Backup software such as Windows Server Backup which comes with Windows Server third party solutions such as Paragon Backup, Acronis True Image, AOMEI Backupper or NovaBACKUP.
  • Retain restore points far enough back to enable restoration from a wide variety of issues. If someone accidentally deletes a metadata field value and no one notices for over a week, you will be out of luck if you only have a weeks worth of backup data.
  • If your FileHold server is installed in a third party cloud, make sure you understand their policy for backup. Simply being in the cloud does not mean you can ignore the backup topic.

FileHold Systems Inc. does not endorse any specific backup solution as every customer's needs are different. Since FileHold employs industry standard tools and techniques, a wide variety of backup solutions are possible.

System Server Elements to Back Up

The following table contains the list of the databases, instances or directory locations that need to be backed up on a regular basis:

Elements to backup Applicable versions Data location*
FileHold Application Server All C:\Program Files\FileHold Systems\
Windows ADAM Instance 14.x and lower C:\Windows\ADAM

Microsoft SQL Databases

  • ch_documentrepository
  • ch_fulltextsearch
  • ch_librarymanager
  • ch_userrolemanager
  • ch_workflowpersistencestore

 

  • All
  • All
  • All
  • All
  • 12.x and lower
C:\Program Files\Microsoft SQL Server\MSSQL10_50.MSSQLSERVER\MSSQL DATA
Microsoft SQL Log Files All C:\Program Files\Microsoft SQL Server\MSSQL10_50.MSSQLSERVER\MSSQL\Log
Microsoft SQL Backup files All C:\Program Files\Microsoft SQL Server\MSSQL10_50.MSSQLSERVER\MSSQL\Backup
FileHoldData -> Document Repository All E:\FH\DR
FileHoldData -> FullTextSearch All E:\FH\FullTextSearch
FileHoldData -> FHURM (ADAM instance) 12.x and lower E:\FileHoldData\FHURMBackups
Any custom add-ons you have for your FileHold system    

* The data locations are examples of typical locations. Your locations may defer depending on how SQL and FileHold were originally install and configured.

We recommend excluding backing up files in repository locations with the extension CH as these are normally temporary files that exist during the upload of documents to FileHold. It is possible that backup software could interfere with writing these files and the user will get an error. This problem increases in likelihood when files are large enough to require being transferred in multiple "chunks".

Backing up the FileHold Server Example

This guide includes an example for the backup and recovery plan for Microsoft Server 2008 R2 (x64) and Microsoft SQL 2008. Similar procedures are possible with different versions of Windows and SQL server.

The following sections describe how to back up the various elements of the FileHold server in the event of a server failure using Windows Server Backup as an example. There are many other types of backup software, such as Symantec Backup Exec, which can be used.

For more information on Windows Server Backup, see the help in the application.

To backup the FileHold server

  1. Using the Wizard, select all of the items to be backed up as outlined in the table above.

Windows Backup - Select Items

  1. Specify when the backup should be performed. For example, 3 AM.

Backup and Recovery - Backup time

  1. Specify the destination for the backup. In this example, we will back up to a volume.

FileHold Server Backup Destination

  1. Enter any other required information into the wizard.
  2. Click Finish. You have now created the backup schedule for the FileHold server.
  3. To verify the backups are working, check the location where the backups are being stored after the data has been backed up.

Restore procedure for a FileHold server

You may need a Test License in order to fully test your restore process. Contact sales@filehold.com if you need to purchase a Test License.

  1. Configure a server according to the normal FileHold system requirements.
  2. Reinstall the FileHold server software.

The version you install must be the same as you used to create the data. FileCare can provide you installers for any supported version of FileHold upon request.

  1. Restore your application server folder backup. Adjust server and database names as needed using FHIT.
  2. Restore your database backup.
  3. Restore your repository backup, full text search index backup and ADAM backup (for versions prior to 15).
  4. If your server hardware has changed you will be granted an automatic 7 day license for version 14.2 and later. If you have an older version or before 7 days is up, re-activate FileHold with a new server license file. Follow this procedure to request a new license key. Please copy support@filehold.com in the email and also state that you are recovering from disaster using backups. Describe the situation as thoroughly as possible.
  5. Test that FileHold is working normally.

FileCare does not include restoring your backups and or recreating your system following a disaster, but it will help you to confirm your backup process, plan the steps of your restoration, and confirm the server is running correctly after a restoration. FileHold professional services are available if you need assistance recreating your FileHold system.