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File Stream Document Management Software - Backup and Restore Procedures

These duties should form part of a coherent policy of regular backup of your document management data under the supervision of the System Administrator.

NB Administrator privileges will be required to carry out many of these actions

It is important to understand that File Stream Document Management data is stored in SQL Server databases but the document images are encrypted and stored separately in the filing system. It is essential to make regular backups of both: the SQL Server data, and the document images.

This document describes the steps required to ensure that all File Stream Document Management data is correctly backed up and restored. It is recommended that you make daily backups and keep a rotating set of backups for at last one week before re-using the backup media.

Document Management Backup Procedures

Backing up Document Images

1. Find out where the document images root folder is stored

2. Backup the root folder

Backing up SQL Database files

SQL Server data can be backed up using any one of three different methods described below.

We recommend that you use the File Stream Document Management two stage backup method.

Alternatively, if you are familiar with SQL Server administration and backup procedures, you can backup the data directly from SQL Server administration.

It is also possible to directly backup all the relevant SQL Server data and log files directly but this method is not recommended.

1. File Stream Document Management two stage backup method (recommended)

Use the File Stream Document Management application or the Backup task in the File Stream Scheduler to make a backup of all the SQL data files into a separate backup folder on the hard drive, then use your backup software to backup those files onto your backup media. Please refer to the Identifying Databases and Files section below to understand which files are backed up.

Advantages of this method

Disadvantages of this method

2. Backup from SQL Server Administration

Use this method if you are familiar with the backup process in SQL Server administration.

Run the SQL Server Management Studio (Enterprise Manager in SQL Server 2000), identify all the databases belonging to File Stream Document Management and use the built-in backup tool to make a backup of each File Stream database to tape or to disk as required.

If you use this method please ensure that you have set SQL Server to use the FULL RECOVERY mode, and also make sure you truncate the log files after the backup is complete.

Please refer to the Identifying Databases and Files section below to understand which files should get backed up.

Advantages of this method

Disadvantages of this method

The following SQL script shows how you can backup a single database and truncate the log file. Please note that you need to repeat this for each of the databases

-- SET FULL recovery option
ALTER DATABASE [DATABASENAME] SET RECOVERY FULL
-- back up the database file
BACKUP DATABASE [DATABASENAME] TO DISK='C:\backup folder\DATABASENAME.BAK' WITH INIT
-- back up the log file
BACKUP LOG [DATABASENAME] TO DISK='C:\backup folder\DATABASENAME_Log.BAK' WITH INIT
-- shrink the log file to 1 MB
DBCC SHRINKFILE ('DATABASENAME_Log', 1)

3. Direct Backup (not recommended)

To use this method, follow these steps

Please refer to the Identifying Databases and Files section below to understand which files should get backed up.

Advantages of this method

Disadvantages of this method

Restore Procedures for File Stream Document Management

You should always restore the SQL data files first before restoring the document images

Restoring Database Files

If you can restore the database files to their original location, then follow these steps…

If you have to restore the database files to a different location or drive on the original machine, then follow these steps…

If you have to restore the database to a different machine, then follow these steps…

Restoring Document Images

If it is possible to restore the images to their original location then use your backup software to restore files and folders back to their original location.

If you need to restore to a different location or drive, then simply create a top level folder which will be your new root folder and restore all files and folders from the backup into the new folder. Then follow these steps to point File Stream to the new root folder.

Identifying Databases and Files

A database in File Stream Document Management consists of more than one database in SQL Server.

As an example, if your File Stream database is named “PLUTO” and you have created it for the years 2007 to 2010, then SQL Server will contain 5 databases in total all of which need to be backed up.

These databases will be called…

PLUTO
PLUTO-2007
PLUTO-2008
PLUTO-2009
PLUTO-2010

Each of these databases in turn consists of two files, the main data file and a corresponding log file. You can find the location of these files by running SQL Server Management Studio (Enterprise Manager in SQL Server 2000) and looking at the properties on each of the above databases

In the above example, the database files will be named…

PLUTO.MDB
PLUTO_Log.LDF
PLUTO-2007.MDB
PLUTO-2007_Log.LDF
PLUTO-2008.MDB
PLUTO-2008_Log.LDF
PLUTO-2009.MDB
PLUTO-2009_Log.LDF
PLUTO-2010.MDB
PLUTO-2010_Log.LDF

Once backed up, the log files (LDF Files) need to be truncated to keep their size down to a manageable level.

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