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WORK INSTRUCTION
Defining the Detailed Implementation of a Procedure

WIN-CENOP_ESO-Storage Tape Rotation Date Implemented: 12/21/2006 Date Revised: 09/22/2009


Location(s) this Work Instruction Applies to:
All Managed Data Centers

Rev. 16

(except Legacy Sungard Philidelphia Location)

Owner (Department):
Central Operations ESO/Storage

Audience:
Central Operations Tape Services Central Operations ESO/Storage All Hosting Operations

Definitions:
ESO: Enterprise Services Operations DRM (Disaster Recovery Manager): DRM tapes are TSM tapes that are sent offsite on a daily basis. These tapes are used to restore a TSM server environment as part of a disaster recovery process. These tapes are NOT typically used for long term data storage LTDR (Long Term Data Retention): LTDR tapes are TSM tapes that are typically sent offsite once a week. These tapes are used to store customer data for long periods of time, typically for regulatory and/or compliance purposes. These tapes are NOT typically used for disaster recovery

Other Documentation required: Summary:


This work instruction outlines the steps required to: Perform (daily) TSM DRM & LTDR tape rotation Check in SCRATCH tapes

Purpose:
To ensure that DRM and LTDR tapes for managed tape customer TSM environments are rotated onsite and offsite correctly.

Records Matrix:
Records Type None Responsibility N/A Location N/A Access N/A Filed by: N/A Retention N/A Disposition Delete

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Flowchart

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DETAILS
DRM/LTDR TAPE ROTATION
Task Owners: Hosting Ops weekdays, weekends and holidays Tape Ops/ Incident Teams weekdays, for issues/escalations For Hosting Ops, the Daily TSM DRM/LTDR tape rotation process, at a high level, process is: Mornings: 1. Remove tapes from the I/O door, as indicated in the 'DR Tape List' e-mail, and prepare to send them offsite to vaulting vendor 2. For EVERY tape you remove from the I/O door, put a SCRATCH tape back into the I/O door, and then run the CHECKINSCRATCH steps to check the tapes into the library/TSM Afternoons: 1. For EVERY tape listed in the 'Vault Pick' e-mail, Section 1, ensure the vaulting vendor returns the tape, and if so, perform a MOVETOSCRATCH operation on the tape and then place the SCRATCH tape into the appropriate holding area 2. For EVERY tape listed in the 'Vault Pick' e-mail, Section 2, determine where the tape is - either the vaulting vendor has not returned the tape, or they did and nobody has run the MOVETOSCRATCH on the tape If tape is found onsite, run the MOVETOSCRATCH steps on the tape If tape is still offsite, have vaulting vendor return tape and, once returned, run the MOVETOSCRATCH steps on the tape If tape is lost, notify Tape Operations (via e-mail to sas.cenops-tape@sungard.com), indicating that tape is lost By following these simple steps, each day, we ensure (2) things: 1. The morning routine ensures the TSM server has a good supply of SCRATCH tapes, as you are doing a one-for-one swap with DATA and SCRATCH tapes 2. The afternoon routine ensures that tapes that are expected back are appropriately tracked and accounted for, and if returned, they get moved to a SCRATCH status, so that they can be used for SCRATCH during the morning routine. The following sections provide detailed responsibilities and instructions for performing both MORNING and AFTERNOON tasks.

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The Hosting Ops team is responsible for:


o For tapes GOING offsite (MORNINGS): Remove the tapes from the library I/O door and prepare tapes for sending offsite NOTE: If the DRM e-mail indicates that a tape didnt eject due to the library I/O door being full, follow these steps: 1. Remove the tapes that did eject successfully 2. Close the library I/O door 3. TSM will auto-magically eject the remaining tapes 4. Remove the remaining ejected tapes 5. Repeat this process until all tapes in e-mail have been ejected DO NOT put SCRATCH tapes in, until all tapes have been ejected Replace the removed tapes with an equal number of SCRATCH tapes Once SCRATCH tapes are placed in library IO door, check the SCRATCH tapes into TSM using the MoveToScratch web application, which is described in the next section. For tapes RETURNING from offsite (AFTERNOONS): Coordinate with Vaulting Vendor for incoming/outgoing tapes Verify that requested tapes were returned Resolve any discrepancies with Vaulting Vendor For each tape returned by Vaulting Vendor, update the status of that tape within TSM, using the MoveToScratch web application, which is described in the next section.

!!! It is very important that Hosting Ops performs both MORNING and AFTERNOON steps EACH DAY, in order to keep the tape library replenished with SCRATCH tapes and to ensure proper asset tracking of tapes!!!

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Logging into the MoveToScratch web application:


Task Owner: Hosting Ops weekdays, weekends and holidays 1. Log into a Sungard OAMP Windows terminal server, either phlnn5.sgns.net or phlnn8.sgns.net 2. Open a web browser and go to the URL: http://phlnu72/movetoscratch/index.html 3. You will be presented with a web page that will assist with MOVETOSCRATCH and CHECKINSCRATCH operations.

4. From the index page, you can choose to either perform Move To Scratch operations or Check In Scratch operations, which are discussed in the following sections.

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Checking in SCRATCH tapes to a TSM server/library:


Special Note: Tapes must have been processed via Move to Scratch steps first

1. Place the SCRATCH tapes into the appropriate library I/O door 2. From the index web page, click on the Check In Scratch button from the left-side navigation menu 3. Once on the Check In Scratch web page, use the Select a TSM server drop-down menu to select the TSM server you want to check SCRATCH tapes into. Once you select the appropriate TSM server, the web app will determine what tape libraries are managed by the selected TSM server. 4. Use the Select a library drop-down menu to select which tape library you want to check SCRATCH tapes into. 5. Once the appropriate tape library is selected, click the Check In Scratch button

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6. You should see a Processing Request web page This typically takes about 3-5 minutes for the tape CHECKIN process to complete:

7. Once the tape check in process is completed, you should see a page showing the results of the CHECKIN process, similar to this example:

Notes:
The information provided by the output should detail how tapes were checked in, including volume names The output should also indicate if the CHECKIN process completed successfully, or if any errors were encountered The time it takes for the CHECKIN process to complete depends on how many tapes are being checked in, and how fast the library robot moves If the output does not indicate that that the CHECKIN process has completed, click the Refresh CHECKIN LIBVOL process output button to refresh the output.

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Updating returned tapes to SCRATCH:


1. For each tape listed in the appropriate Vault pick list e-mail, ensure the tape was returned by the vaulting vendor. 2. FOLLOW THE ABOVE STEPS TO LOG INTO THE MoveToScratch WEB APPLICATION. 3. From the index web page, click on the Move To Scratch button from the left-side navigation menu 4. Once on the Move To Scratch web page, use the Select a TSM server drop-down menu to select the TSM server you want to perform MOVE TO SCRATCH operations on. 5. Enter the barcodes into the Tape Barcodes text area ONLY ENTER TAPE BARCODES THAT HAVE BEEN RETURNED BY THE VAULTING VENDOR, AND YOU HAVE CONFIRMED THAT THE TAPE IS, IN FACT, ONSITE AND ACCOUNTED FOR! 6. For entering barcodes into the text area you can: Manually type in the barcodes Copy/Paste the barcodes Use a barcode scanner 7. Select the appropriate Media Type radio button If the barcodes you entered into the text area only contain 6 digits, select the correct LTO type If the barcodes you entered into the text area contain all 8 digits, but TSM only requires 6 digits, select the Only pass 6-digit barcodes to TSM option If the barcodes you entered into the text area contain all 8 digits, and all 8 are required by TSM, select the Barcode scanner grabbed all 8 digits option If the barcodes you entered into the text area contain mixed media, select the Mixed media option a. Selecting this option will take you to a web page that will allow you to select the correct media type for EACH tape

8. Click the Move tapes to SCRATCH button

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9. Once the tape MOVETOSCRATCH process is completed, you should see a page showing the results of the process, similar to the example below Interpreting the output (using the example below): o The top of output will show you the parameters you selected, and list the barcodes you entered o If the tape successfully moved to SCRATCH, a green message will indicate this o If the tape was not found on the selected TSM server, a purple message will indicate this Make sure you selected the correct TSM server and/or entered the barcode correctly o If the tape was NOT moved to SCRATCH, a red message will indicate this o The output should indicate if the tape still belongs to a storage pool Contact Tape Operations to resolve the issue. If the tape is an offsite document, more than likely, you will be directed to send it back offsite

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CHECKING a library for EMPTY slots:


Since there are different types of tape libraries, this section is broken down into two sections: IBM 3584 tape libraries ADIC i2000 tape libraries

IBM 3584 tape libraries:


1. Log into a Sungard OAMP Windows terminal server, such as phlnn5.sgns.net or phlnn8.sgns.net 2. Open up an Internet Explorer web browser, and go to the following URL: 3. ALPHARETTA ALTSM1 - 3584 http://10.128.33.90 4. CARLSTADT CRTSM1 - 3584 http://10.128.54.7 5. VARIAN CVTSM1 - 3584 http://10.128.60.252 6. PHILADELPHIA PHTSM1 - 3584 http://10.128.6.197 7. WOODDALE WDTSM! - 3584 http://10.128.68.7 8. SCOTTSDALE SDLIB1! - 3584 http://10.128.192.42 9. MARLBOROUGH MBLIB1! - 3584 http://10.128.208.74 10. You should see a web page that looks like the screenshot below - Click on the Manage Physical Library link

Note: The Alpharetta IBM tape library has a newer firmware upgrade applied, so it will report as an IBM TS3500 Tape Library, which is IBMs new name for the IBM 3584 you gotta love IBM
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11. The Physical Library Summary page will display library information, including EMTPY STORAGE SLOTS:

12. If there are empty slots available, fill the I/O door with the appropriate number of SCRATCH tapes, and follow the above sections for issuing the TSM CHECKINSCRATCH command. NOTES: If you are interested in the I/O door slots, you can click the Total I/O slots link and it will display a listing of the tapes in the I/O door, if there are any. If you are interested in knowing what tapes are in the library, you can click the Total data cartridges link, and it will display a listing of the tapes in the library, along with a search box, allowing you to search for a particular tape.

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ADIC i2000 tape libraries: The ADIC Management Console (AMC) is a java-based GUI program that is only installed on phlnn5.sgns.net If you are having problems getting the AMC GUI to come up from phlnn5.sgns.net, you can always log onto the physical library front panel using the same steps below, starting at Step 8.

*** It is important to exit out of the ADIC AMC GUI when you are no longer using the GUI, as this GUI is used by many people at several hosting ops centers for accessing the ADIC i2000 at their site!!! ***
1. Log into a Sungard OAMP Windows terminal server phlnn5.sgns.net 2. Open a IE web browser 3. Navigate to URL below depending on library ATLANTA AUSTIN CHAROLOTTE CARLSTADT DENVER MINNESOTA NASHVILLE PORTLAND PHILADELPHIA PHOENIX PITTSBURGH RALEIGH SAN DEIGO ST LOUIS TORONTO WOODDALE ATL01SSTAPLBY04 AUS01SSTAPLBY02 CLT01SSTAPLBY02 CRL03SSTAPLBY01 DEN03SSTAPLBY04 MSP01SSTAPLBY04 NSH01SSTAPLBY03 PDX01SSTAPLBY04 PHL00SSTAPLBY03 PHX01SSTAPLBY05 PIT01SSTAPLBY01 RDU01SSTAPLBY04 SAN01SSTAPLBY04 STL01SSTAPLBY04 TOR01SUST-LIB01 WDL02SSTAPLBY01 http:\\10.100.0.10 http:\\10.100.1.79 http:\\10.254.2.37 http:\\10.133.45.231 http:\\10.100.0.41 http:\\10.100.0.110 http:\\10.100.0.76 http:\\10.100.1.207 http:\\10.128.6.206 http:\\10.100.1.142 http:\\10.100.1.46 http:\\10.100.1.8 http:\\10.100.1.178 http:\\10.100.0.148 http:\\10.128.41.56 http:\\10.128.187.138

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4. When you are prompted to Choose IP Address, select the default address 5.

6. When the ADIC Mgmt Console (AMC) appears, with a Logon window, enter the following information: Name: admin Password: B2ckm3uP

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Once logged in, select the appropriate library partition

7. From the Monitor menu, choose Slots

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Note: If you want to know what tapes are in the library I/O door, you can choose IE Station from the dropdown menu 8. Once the Slots Status window displays, choose EMPTY from the State drop-down menu 9. Click the Show button to update the display - If there are any empty slots, they will be displayed here. Unfortunately, it does not give you a count TOTAL you have to manually count them.

10. Once done, click the Close button and exit out of the AMC GUI
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11. It is important to exit out of the AMC GUI when you are no longer using the GUI, as this is a shared tape library. 12. If there are empty slots available, fill the I/O door with the appropriate number of SCRATCH tapes, and follow the above sections for issuing the TSM CHECKINSCRATCH command.

*** It is important to exit out of the ADIC AMC GUI when you are no longer using the GUI, as this GUI is used by many people at several hosting ops centers for accessing the ADIC i2000 at their site!!! ***

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REVISION HISTORY

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Revision 0

Date 12/21/2006

Initiator Rick St ra tt o n

Nature of Change Initial Release. This document is based on REV 4 of the WIN-CENOP-HCL-Autodesk Tape Rotation.doc document, which has been supersceded by this document

12/28/2006

Rick St ra tt o n

Added more clarification to some of the steps on how to access the TSM server command line interface in order to issue TSM commands.

01/05/2007

Rick St ra tt o n

Fixed an error with one of the dsmadmc commands. MS Word changed the format of the dash characters, which was preventing people from copy/pasting command from the Work Instruction into the MS DOS command window. Fixed dash character back to correct character, and now copy/paste of the command works fine. Added Flowchart to provide more clarity to overall procedure.

01/19/2007

Rick St ra tt o n

01/25/2007

Rick St ra tt o n

Updated section CHECKING a library for EMPTY slots to provide screenshot-detailed instructions on how to check a tape library for EMPTY slots.

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Revision 5

Date 01/26/2007

Initiator Rick St ra tt o n

Nature of Change Added more details to the CHECKING a library for EMPTY slots section.

03/16/2007

Rick St ra tt o n

Updated Work Instruction to include details for tape rotation for Intralinks in Carlstadt-3 and for HCL-Sensata in Marlborough.

03/30/2007

Rick St ra tt o n

Added special notes for the CHECKINSCRATCH process for Marlboro, since this is a library sharing environment, and the CHECKINSCRATCH command has to be run against the library manager (MBTSMPU).

Fixed TSM command typo in the CHECKINSCRATCH steps section. 8 04/03/2007 Rick St ra tt o n 9 06/01/2007 Chris M c N all y Updated information pertaining to new Marlborough tsm server. 10 10/01/2007 Martin Pr uit t Updated Work Instruction to include details for tape rotation for Expedia in Thornton.

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Revision 11

Date 01/30/2008

Initiator Dallas Hi ll Rick St ra tt o n

Nature of Change Modified Hosting instructions to use OnsiteScratch GUI instead of command line.

12

02/27/2008

Modified several sections to try to make the work instruction easier to read and follow.

Added location-specific instructions for HCL-Exide 13 05/02/2008 Rick St ra tt o n 14 07/172009 Rick St ra tt o n 15 07/21/2009 Rick St ra tt o n 16 09/22/2009 Lance Siviski Changed the name from WIN-CENOP_CSD-Storage Tape Rotation to WIN-CENOP_ESO-Storage Tape Rotation to reflect our new group name. Modified all steps and screenshots to reflect using the new web-based MoveToScratch/CheckInScratch web-based app

Changed the name from WIN-CENOP_ESO-Storage Tape Rotation to WIN-CENOP_Storage Tape Rotation. Made modificatione for shared tape infrastruture versus ESOs infrastructure.

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