EASY ANSWERS - Dell · 6 SHARING YOUR DATA This guide can help you start realizing the benefits of sharing resources and information while protecting your data and equipment. Although

Easy as

EASY ANSWERSTO SHARING AND PROTECTING

YOUR DATA.END-TO-END SOLUTIONS

TABLE OF CONTENTS

Introduction

� Networked Solutions Give Your Organization an Edge _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 4

� Easy Networking from Dell _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 4

Sharing Your Data

� Sharing Information Over Your Network _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 6

� Putting It All Together: Best Practices _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 7

Protecting Your Data

� Physical Security _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 10

� User Security _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 11

� System Security _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 12

� Network Security _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 12

� Wireless Security _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 13

High Availability and Disaster Recovery

� Making Sure Your Data is Available _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 15

� Your Data Where You Need It, When You Need It _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 15

� Surviving Disaster with the Right Backup Plan _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 16

� The Importance of Tape Backup _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 16

� Three Types of System Backup _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 17

� Backup Rotation Method _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 17

Conclusion _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 18

INTRODUCTION

A server-based network can give your small organization big advantages, especially as yougrow and expand. Not only does a networked solution offer the connectivity and flexibilityyou need to stay agile, it helps reduce your costs by enabling your staff to efficiently shareresources such as printers, tape devices, storage and data. And improved staff productivitymeans you can do more with less.

NETWORKED SOLUTIONS GIVEYOUR ORGANIZATION AN EDGE

INTRODUCTION4

Deploying a networked solution is accessible and affordable. Dell delivers end-to-endnetworking solutions that help make it easy for small organizations to design, deploy and maintain a server-based network.

Dell understands the challenge of limited IT resources. That’s why Dell offers comprehensivesolutions with built-in flexibility. You can pick and choose the products and services that best match your unique requirements, whether you need a complete solution witheverything from hardware to continued support, or you just need to supplement yourtechnology expertise and resources with a few key elements.

A Dell networked solution is designed to dramatically reduce the number and complexityof tasks required for any computing environment, so you do not need to have an expert IT person on staff to manage your network. You may have someone in your organizationwho can handle simple network administrative tasks; or, if you prefer, you can enlist thehelp of Dell Professional Services. Dell has helped small organizations succeed sinceits inception, so you can rely on Dell to be your trusted partner.

EASY NETWORKING FROM DELL

SHARINGYOUR DATA

Your most valuable asset is your data, and sharing that data between users is one of the key advantages that a server-based network brings to your organization. And it isnot only sharing the data that is key, but also being able to access data in the eventthat the owner is unavailable (on vacation, out sick, etc.).

�Sharing Information Over Your NetworkDirect Attached Storage (DAS): DAS is usually accessed by one host server and is directlyconnected to that server. DAS provides direct, high-speed access to storage for the connectedserver, along with the ability to easily limit access.

Direct Attached Storage

Server

Storage Array

Tape Library

Clients

LAN

SHARING YOUR DATA

SHARING YOUR DATA6

This guide can help you start realizing the benefits of sharing resources and information

while protecting your data and equipment. Although there can be many things to consider

when planning for sharing and protecting your data, this guide provides helpful information

you can easily apply to get the most out of any network.

SHARING YOUR DATA7

Network Attached Storage (NAS): NAS servers, unlike DAS, directly connect to thenetwork. NAS servers can be added to your existing network while your other serverscontinue to run.

�Putting It All Together: Best PracticesDetermining which applications and files to store on shared storage devices and whichto keep locally on desktops can be a challenge. Dell offers the following best practicerecommendations to help you design a solution that will meet your needs.

Server-Based Applications: Server-based applications are applications to which many peoplerequire access. They are usually housed in a central location for easy access and simplifiedmanagement. These applications are designed for multi-user access and have built-inmechanisms to provide robust levels of data integrity. Common examples are Microsoft®

SQL Server™ for databases and Microsoft Exchange Server for e-mail functions.

What Resides on DAS: Dell recommends that you store server-based applications on a DAS configuration separate from the network. Since server-based applications support more than one user, they place higher demands on storage systems and requirehigh levels of performance. DAS helps keep the network from being a storageperformance bottleneck, so it is the storage solution of choice for server-basedapplications versus a solution that requires data to flow on the network. It also helps keepstorage traffic off the network, freeing network bandwidth for user activities.

Network Attached Storage

Server

Clients

LAN

NAS Server

What Resides on Workstations and Desktops: Dell recommends that individual-user or personal productivity applications reside on each individual’s desktop/notebook hard disk drive.Word processing, spreadsheet, presentation and general purpose personal productivityapplications are examples of non-server based applications.

Dell also recommends that desktop/notebook users save data to two locations. Thelocal desktop is the primary location, with a NAS server used as a secondary location forfile sharing and data backup. If either the primary or secondary storage location were everto become unavailable, the data would still be accessible from the surviving system.

N

What Resides on NAS: The second location to which users should save data is the NASserver. Information can be shared, regularly backed up and protected with the faulttolerant features available with NAS.

User home directories are often stored on the NAS so users can log in to the network fromany desktop and still have access to their personal data or user settings. Users are alsoallowed to control their own home directory file access privileges by defining who andwhat personal files others can see or modify. Large, commonly-used graphic files, such ascompany logos, are also good candidates for storage on the NAS.

SHARING YOUR DATA8

Server-based Network

Application/Database Server

Workstation– Microsoft Word– Microsoft Excel– Microsoft PowerPoint– QuarkXPress

LAN

NAS ServerContains home directories:

individual profiles, settings and archives/backups

– Microsoft SQL– Microsoft Exchange– Novell iFolder

– Microsoft SQL data– Microsoft Exchange data– Novell iFolder data

Direct Attached Storage

Note: In order to keep track of document versions between the devices, use file naming conventions (i.e., include the date in the document name).

PROTECTINGYOUR DATA

PROTECTING YOUR DATA10

With your network installed, your staff has the ability to share information freely; however,in doing so you also introduce additional risk of loss or corruption. So protecting your datais also a critical part of running a networked solution. It could be the most critical aspectof ensuring that your network contributes to your organization’s success.

There are several levels of security to consider in building a safe, reliable network. While they may seem complex at first glance, it just takes some forethought and planningto help ensure your data is there when you need it. Many of the most effective securityelements are incorporated into your equipment during the factory build.

�Physical SecurityOne of the most basic elements of an effective security plan is physical security. Ensuring your valuable technology is protected against theft or loss forms the foundationof a highly secure computing environment.

Locks, Cables and Chassis Intrusion Sensors: There are several ways you can protect againsttheft and recover stolen computers or data. The most common devices available are locksand cables that physically secure computers to their environment. Another option is theuse of chassis intrusion sensors that trigger alerts over the network to inform you when a server or PC configuration has been changed or a chassis is open without authorization.

Asset Management Services: Dell offers several reliable, simple ways to manage and keeptrack of your system assets. As your systems are being configured and built in the factory,Dell can assign an electronic or physical asset tag that identifies each desktop or notebookcomputer with a unique number used to help locate it on your network. Asset trackingprovides automatic, accurate reporting 24 hours a day, seven days a week so you cancontinually monitor and inventory your assets that are on the company network.

PROTECTING YOUR DATA

PROTECTING YOUR DATA

�User SecurityOnce your physical security system is intact, make certain your technology is protected bycarefully guarding who has access to your network. User authentication is the first and mostcritical component of a secure, well-protected system. Simply stated, it helps ensure thatonly authorized users have access to the network and the data it houses.

Passwords: User authentication helps protect access to each system in your network “atthe keyboard” with a number of BIOS-enabled security features. This prebootauthentication occurs before the operating system boots and includes BIOS, hard diskdrive and operating system passwords. Additionally, system setup passwords require theuser or administrator to enter a password to make any changes to the system setupoptions, and can require periodic password changes.

Smart Cards: A token is a security device given to an authorized user who keeps it in his or her possession and provides more secure user authentication than passwords alone.The best-known token device is the Smart Card. These are small portable credit cardshaped devices with internal integrated circuits (ICs). The user must insert the Smart Cardand a password into the system before it can be accessed for double security. Smart Cardscan also be used to control entrance into the building or room where equipment resides.

�System SecurityProtecting the integrity of your systems is just as important to keeping your data safe asprotecting your systems from unauthorized users. Dell helps protect your systems througha variety of standard and optional features.

For example, Legacy Select™ is a technology control capability available as a standardfeature on Dell OptiPlex™ desktops. It provides the ability to lock-down a system. It enablesyou to disable floppy drives, USB, parallel, serial and PS/2 ports and PCI slots to helpprevent unauthorized users from circumventing established security protocols.

Three Levels of a Well-Protected NetworkLevel 1: Helps protect systems from unauthorized user access with preboot authentication such as network

passwords, Smart Cards, and port-based Media Access Control (MAC) security for the network switch.

Level 2: Helps protect data stored on client and network hard disk drives through advanced data protectiontechniques such as encryption, antivirus software and firewalls.

Level 3: Helps protect data as it travels over the network, particularly over wireless environments, withcommunication security measures such as Public Key Infrastructure and Virtual Private Networks (VPNs).

11

PROTECTING YOUR DATA12

Anti-virus products offer protection from viruses that can infiltrate the network. Dell canprovide retail and volume licenses for anti-virus software products such as NortonAntiVirus™ and McAfee® VirusScan®. Often, anti-virus software is available pre-installed asa configuration option on new Dell systems.

Firewalls are devices that allow you to filter content, monitor network resource requestsand share Internet access. Dell can help protect your network from unauthorized use and intrusion by providing innovative firewall products from leading manufacturers. We recommend that every network connected to the Internet include a firewall.

�Network SecurityNext consider the security of your network as a whole. Keeping your data safe as it istransferred between users and travels through the Internet is critical. In fact, manyapplications, such as e-mail, remote access, e-commerce, Internet telephony and mediadistribution, depend upon the secure transfer of data over public and private networks.Several technologies are available to help you reliably and safely exchange informationover your network.

Network Interface Cards: Server Network Interface Cards (NICs) can enhance yournetwork security. They protect sensitive data as it travels over a Local Area Network (LAN)with standards-based security features (encryption, authentication) while maintaininghigh performance.

Public Key Infrastructure: Public Key Infrastructure (PKI) provides the infrastructure to exchange information securely over networks. PKI is a system of digital certificatesissued by trusted third-party certificate authorities (CAs) such as VeriSign or Entrust to verify and authenticate the identity of each party conducting an Internet-basedtransaction. The CA issues digital certificates, the digital equivalent of an identificationcard used in conjunction with a public key encryption system. PKI provides robust securityfor e-commerce and Virtual Private Network (VPN) applications.

Secure Sockets Layer: Secure Sockets Layer (SSL) is used extensively for e-commercetransactions. The SSL protocol is used to set up a secure session between a Web clientand a server. SSL-enabled browsers and servers authenticate each other and transmitencrypted data.

PROTECTING YOUR DATA13

�Wireless SecurityIn today’s highly mobile business environments, securing wireless data and systems posesits own set of requirements because wireless transmissions are easier to intercept thantransmissions over wired networks. While wireless deployments potentially increase thevulnerability of data, many technologies are now available to help protect importantinformation no matter how far it may be from central control.

Access Point Security: Three well-known methods secure wireless Access Points (APs)and are built into wireless networks. Service Set Identifiers (SSID) provides a mechanismto segment a wireless network into multiple networks serviced by an AP or group of APs.Media Access Control Address Filtering identifies each client computer with the uniqueMAC address. WEP security protocol provides encrypted communication between theclient and an AP.

Dell systems can be configured with adapters that offer a variety of types of security.These basic methods can be implemented individually or combined for a more robust solution.

HIGH AVAILABILITYAND DISASTERRECOVERY

�Making Sure Your Data is AvailableThe first step to protecting your data is determining your exact availability needs. There are several questions that you should consider as you assess your requirements:

— How long can you stand to be down in the event of a disaster?— How far back does your data need to be protected? Months, weeks, days?— How much data do you need to protect? Do you expect this amount to

increase in the future?— How often should you back up your data?— How much time do you have to backup your data? All night, a few hours?

�Your Data Where You Need It, When You Need ItAn effective network configuration keeps data continuously available, giving your staffaccess to the information they need when they need it. There are many ways to ensurehigh availability in your network, and the first of these is by populating your network withproducts that have features designed for maximum availability.

Dell offers a comprehensive selection of servers that incorporate the latest high availabilityfeatures. For example, hot swap or hot plug power supplies and hard drives allow you to remove and replace components without shutting down the server. Redundant powersupplies and cooling fans mean that even if one component fails, there is another oneworking so your users do not experience a disruption.

Dell servers come equipped with standard and optional memory protection features.Additionally, Dell RAID controllers can provide protection of your data stored on theserver’s disk drives. RAID, or redundant array of independent disks, helps provide highavailability and/or improved performance for two or more disk drives in combination. DellRAID controllers can be used to implement a number of different RAID levels; theappropriate level depends on the needs of the user(s).

HIGH AVAILABILITY AND DISASTER RECOVERY15

HIGH AVAILABILITYAND DISASTER RECOVERY

The Three Most Common RAID Levels are 0, 1 and 5Level 0: Provides data striping, which means that data is saved in blocks across a number of disks. This improves

performance but does not improve data availability.

Level 1: Provides disk mirroring, which means that at the same time data is saved on one disk, an exact copy,or “mirror” is saved on another disk, for high availability.

Level 5: Provides data striping at the byte level and stripe error correction information. This results inexcellent performance and high availability.

HIGH AVAILABILITY AND DISASTER RECOVERY16

�Surviving a Disaster with the Right Backup PlanWhile no one likes to consider the possibility of a disaster, being able to retrieve valuableinformation and data in the event of any type of failure could mean the difference betweenbusiness survival and failure. A disaster recovery plan may be the most important thingyou do for your organization, and it is easy to accomplish with a server-based network. To start, simply back up your data regularly and often.

There are four critical steps to a successful backup plan:1. Data Capture: Files are copied reliably and accurately. 2. Removal: Once the data is backed up, Dell recommends that a set of tapes

be taken offsite and stored in a secondary location so that it is not exposed to the same risks as your systems.

3. Storage: Make certain the offsite storage location is available 24 hours a day and can be accessed easily.

4. Recovery: You should be able to recover your data quickly to minimize the expensive cost of downtime.

�The Importance of Tape BackupMagnetic tape backup is still the least expensive backup method that gives you the importantability to store data offsite in order to protect it from local disasters, a critical factor forsmall organizations.

Dell recommends that tape devices and software reside on a PowerEdge™ or PowerVault™

NAS host backup server for common access, while tape backup management softwarecan be housed on the administrator’s desktop. Properly configured, the host backup servercan be used to backup data on any system on the network. Data can be backed upthrough centralized, easy-to-manage job scheduling methods. Plus, you can add moretape drives as your storage needs increase or you require increased performance.

Dell tape backup software solutions meet the data protection needs of small organizationsby enabling you to quickly and easily protect, recover and restore data in a variety of networked environments. These backup suites are comprised of Dell OpenManage™

tools and industry-recognized backup and restore software programs from leadingstorage software companies including BackupExec™ by VERITAS™, ARCserve™ byComputer Associates and Yosemite™ Tapeware. These programs are optimized for usewith Dell server and storage systems, as they are fully tested, qualified and certified byDell to work with all Dell server and tape backup products.

HIGH AVAILABILITY AND DISASTER RECOVERY17

�Three Types of System BackupThe type of backup you choose depends on many factors such as the number of tape drivesyou have and how often you want to back up. The more tape drives you install, the fasteryour backup performance will be. Consequently, environments that have tight backupwindows should consider using multiple tape drives.

Full Backups: This method is the easiest to manage. Simply copy all files selected for backup to your tape drive. The files will be marked with a flag to indicate they have beenbacked up. Because all of the files are copied each backup session, it takes more time andtapes than other methods, but is easier to restore.

Incremental Backups: Backing up data incrementally means you back up only files that havebeen created or changed since the last full OR incremental backup. Files are then markedwith an archive flag. Consequently, they will not be copied during the next backup unlessthey have been changed. It is important to also do a full backup periodically, so that datacan be completely restored if necessary. To restore the system, you would first restore the full backup, then each of the incremental backups.

Differential Backups: Similar to incremental backups, this method backs up only files thatwere created or changed since the last full backup. Files are not marked with an archiveflag in differential backups so all files are included when you perform the backup. (For example, if you do a full backup on Monday, and you do a differential backup onWednesday, Friday’s differential backup will include all the files that have changed sinceMonday, not Wednesday.) To restore the system, you would first restore the full backupand then restore the most recent differential backup.

�Backup Rotation MethodOnce you have determined the backup methods and frequency that is right for your organization,Dell recommends implementing a backup rotation method as part of your backup plan.

— Five tapes labeled for each day of the week are used for incremental or differential backups daily.

— Four tapes (or tape sets) labeled Week 1, Week 2, Week 3 and Week 4 are used to create complete full backups each Friday.

— Twelve tapes (or tape sets) labeled for each month are used for full backups at the end of each month.

— All tapes are stored off-site.— For basic protection, typically two weeks of full backups, plus the last week

of daily incrementals/differentials are retained.— For better protection, typically four weeks of full backups, plus the last week

of daily incrementals/differentials are retained.— For best protection, typically four weeks of full backups, plus four weeks

of daily incrementals/differentials are retained.

CONCLUSION18

Networked solutions help give small organizations the presence and resource advantagestypically enjoyed by larger organizations, a factor that can help you operate moreefficiently in today’s fast-paced environment. Server-based networks foster andencourage data sharing, help you make the most of your resources, both in the form ofsharing peripherals and in improved staff productivity, and help you protect your mostvaluable asset, your data.

Dell understands that small organizations have unique requirements and challenges thatan effective server-based network must address. So Dell offers complete networkedsolutions with quality hardware, products and services with the prices and simplicity thathelp make them accessible to small environments.

Plus, Dell provides a host of resources to assist you in building and maintaining yourserver-based network from beginning to end. Refer to Dell case studies to learn best practicesfrom other organizations that have successfully implemented a network in their small offices.Our Easy Answers series at http://www.dell.com/us/en/esg/topics/products_software_pedge_000_end_to_end.htm and online Network Learning Center at http://www.dell.com/us/en/bsd/topics/server_sitelet_000_ss_info_center.htm provide valuable information on deploying and maintaining a network.

Dell will be there for you as a trusted partner to help keep you connected and competitive.Speak with your Dell representative or visit www.dell.com for more information on sharingand protecting your data over a network.

CONCLUSION

Dell produced this document in collaboration with Certance and Yosemite.

Dell, the Dell Logo, PowerVault, PowerEdge, PowerConnect, Legacy Select, OptiPlex and Dell OpenManage are trademarks of Dell Inc. Microsoft andWindows are registered trademarks and SQL is a trademark of Microsoft Corporation. EMC is a registered trademark of EMC Corporation. Norton AntiVirusis a registered trademark of Symantec. McAfee and VirusScan are registered trademarks of McAfee Associates, Inc. CryptoNetX is a trademark of BroadcomCorporation. VERITAS and BackupExec are registered trademarks of Veritas Software Corporation. ARCserve is a registered trademark of ComputerAssociates, Intl. Other trademarks and trade names may be used in this document to refer to either the entities claiming the marks and names or theirproducts. Dell disclaims proprietary interest in the marks and names of others. © Copyright 2003 Dell inc. All rights reserved. Reproduction in any mannerwhatsoever without the express written permission of Dell Inc. is strictly forbidden. For more information, contact Dell. August 2003, Kolar.

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