Regular routines and checks are performed to ensure the smooth running of the TSM backup service. Where possible, checks have been automated, so that alerts and notifications are emailed to the account (node) contact for investigation and resolution. Some checks cannot be automated but do require either further information or manual approval; where this is the case, a standard subject heading is used along with standard text.

Automated emails

User-initiated emails

1. Automated emails

Certain HFS routine tests are performed on a daily or weekly schedule. The outcome of these tests will result in emails being sent to some individuals - upon receipt of these emails, the user will normally have an action to perform.

1.1. HFS backup cancellation report

Why have I received this email?

You have received this email because you exceeded one of the limits set for the backup service. The email will specify which of the three possible limits has been breached:

Daily transfer limit
There is a daily transfer limit of the amount of data machines can upload to the HFS. Receiving this email means that your backup was cancelled after the HFS received the amount specified, and so it did not complete. Your account will have been locked.
Backup duration limit
Backups running for over 10 hours are automatically cancelled. The account will not have been locked.
Slow transfer speed
Backups transferring data at a very slow rate (under an average of 10kB/s for an hour) are automatically cancelled. The account will not have been locked.

When will I receive this email?

You will generally receive this email immediately after breaching a limit.

Action required

If your account exceeded the daily transfer limit and was locked, and it is newly registered (up to 14 days old for desktops and 28 days for servers), then it will be automatically unlocked the next day (at 10:00 for desktops/laptops, 14:00 for servers). This is because high volumes of data are common during the initial backup period, but such volumes should not be common thereafter. When you resume backing up, TSM will pick up from where it last left off.

If your account exceeded the daily transfer limit and was locked but is not newly registered, please contact hfs@ox.ac.uk. Once unlocked, it is then advisable to run a manual backup to continue the backup process.

If your account exceeded the backup duration limit then it may be that you were transfering a very large amount of data. Alternatively, as is the case if your account exceeded the slow transfer limit, it may be that there is a problem with backing up your machine. Please see our page on troubleshooting slow backups.

1.2. TSM scheduled backup failure report

Why have I received this email?

You have received this email because a node registered in your name had one of the following errors: it MISSED its backup schedule, FAILED its scheduled backup while backing up, or else its scheduled backup was SEVERED before it could complete.

When will I receive this email?

You will generally receive this email at approximately 14:00 on the day after the evening/night when your backup was scheduled to run.

Action required

If you do not wish to use the scheduled backups, then please use this email as a reminder to run a manual backup. Otherwise, please follow the instructions at troubleshooting MISSED/FAILED/SEVERED backups.

1.3. Old data on the HFS

Why have I received this email?

You have received this email because a node registered in your name has data stored on the HFS that has not been updated for several weeks, and you have been contacted in line with our deletion policy. This email may refer to a whole system or just a particular drive/partition within a system.

Such emails warn about two different types of issue:
Account not being backed up
No data has been received at all for your account since the date specified.
Filespace(s) not being backed up
No data has been received for one or more of the filespaces in your account since the date specified. Filespaces are subsections of TSM accounts: for example, a machine may have several different disks or partitions. In Windows these might be C:, D:, etc., which TSM backs up under the names \\machinename\c$, \\machinename\d$ (the latter format is known as the UNC path). On a Mac, the main drive is referred to as /, and extra drives have the name /Volumes/Name.

When will I receive this email?

Twenty-eight day warning
You will receive a warning message if your system or part of your system has not backed up for four weeks.
Ten-week warning
You will receive a warning about imminent data deletion if your system or part of your system has not backed up for ten weeks. At this stage you will be told that you have 28 days more in which to run a backup.
Final warning
You will receive a final warning when your account or data is seven days from deletion. Then, if no action is taken within the next seven days, it will be deleted from the HFS.

Action required

Actions will depend on whether the it is the account, the filespace(s), or both that is/are being reported on; both may be listed in the same email.

Account not being backed up

  • If the email which you received contains a paragraph that begins "These accounts haven't used the HFS" as shown below, this means that the account has not backed up at all since the date specified.
    These accounts haven't used the HFS service for over 4 weeks. They 
    won't be deleted yet but we encourage you to back them up!
    
    Node name               Last accessed
    -----------------       -------------
    ABCD1234-MYPC-ITSERV       2012-04-09
    
  • If the account/node is no longer required or no longer exists then please deregister it and remove TSM.
  • Otherwise, if possible please attempt a manual backup across all partitions required.
    • If the manual backup is successful and you wish to use scheduled backups then please next troubleshoot failed scheduled backups.
    • If the manual backup is unsuccessful then you should search for the error that you see on our knowledgebase.
    • If the problem persists then please contact help@oucs.ox.ac.uk.
    • If you are unable to run a backup because e.g. you are out of Oxford or away on leave, please contact help@oucs.ox.ac.uk to ask for your data to be retained till you return.

Filespace(s) not being backed up

  • If the email which you received contains a paragraph that begins "These individual filespaces have not backed up", this means that your machine has been able to connect to the HFS but a particular filespace (drive or partition) has not been updated.
    These individual filespaces haven't been backed up for over 10 weeks.
    If they are not seen to be using the service in 28 days time, the
    individual filespaces will be deleted.
    
    (Note: the account itself won't be deleted unless explicitly stated in
    this e-mail or in previous emails.)
                         
    Filespace name       Node name            Last accessed
    -----------------    -----------------    -------------
    C: on MYPC           ABCD1234-MYPC-ITSERV 2012-04-09
    E: on MYPC           ABCD1234-MYPC-ITSERV 2012-03-30
    
  • Firstly check if the filespace listed was not backed up by accident - it may have been an external disk drive that was only plugged in once and that therefore you did not mean to back up. For example, in the case given above, E: and C: were not last backed up on the same date, so perhaps E: was only backed up as a one-off by accident. If this is the case then please advise hfs@ox.ac.uk to delete the particular partition from the specified node.
  • Alternatively it may be that your machine, or a drive, has been renamed. In Windows, a renamed machine will cause a resend of data under a new name: TSM will see C: on NEW-MACHINE-NAME and will back it up, even if the data is identical to that already backed up as C: on OLD-MACHINE-NAME. (If you wish to check what filespaces are currently held for your account, please see what data we have for you on tape via the self-registration page for data held on tape.) In this case too, please advise the hfs@ox.ac.uk to delete the partition from the node.
  • If the filespace is legitimate and you expected it to be backed up by the scheduled backups then firstly perform a manual backup across all partitions required.
    • If the manual backup is successful and you wish to use scheduled backups then you should attempt to troubleshoot failed scheduled backups.
    • If the manual backup is unsuccessful then you should search for the error that you see on our knowledgebase.
    • If the problem persists then please contact help@oucs.ox.ac.uk.
    • If you are unable to run a backup because e.g. you are out of Oxford or away on leave, please contact help@oucs.ox.ac.uk to ask for your data to be retained till you return.

2. User-initiated emails

Sometimes an action that you perform as TSM account owner may result in an email being sent to you. Manual review, approval and/or action may be required on your part.

2.1. TSM client nodename was successfully registered

Why have I received this email?

You have received this email to indicate that you have successfully registered a TSM node; you should now download and install the TSM backup software.

When will I receive this email?

You will generally receive this email immediately after registering a node through the TSM self-registration page.

Action required

Registering the node is the first step in getting started.

2.2. Request to re-register nodename for daily backup

Why have I received this email?

You have received this email because you requested for a node to have its registration changed from a weekly backup to a daily backup.

When will I receive this email?

You will generally receive this email immediately after making the request to re-register. The re-registration process is mostly automatic but if the HFS Team feel there is an issue then they will contact you: the content of such an email will vary depending on the issues or questions that require a response.

Action required

Respond to the questions provided by the HFS Team.

2.3. Request for OX_HFS_B6 registration for node nodename

Why have I received this email?

You have received this email because you requested for a node to be registered as a large server. This means that the server concerned already has several terabytes of data on it; it would be allowed to back up up to 300GB per day, rather than the 200GB per day limit for standard servers.

When will I receive this email?

You will generally receive this email immediately after making a request to register a large server. A call will then be automatically logged in our call management system, and shortly afterwards you will receive an email from the HFS Team with a list of questions in relation to your large server request . Although the set of questions is standard, requests of this nature are relatively uncommon and therefore such emails are sent manually.

Action required

Respond to the questions provided by the HFS Team.

2.4. Confirmation of TSM client deletion

Why have I received this email?

You have received this email because an account registered to your email address has been deregistered from the TSM backup service.

When will I receive this email?

You will generally receive this email immediately after deregistering the node through the TSM self-registration page.

Action required

If you did not intend for this to happen, please contact the hfs@ox.ac.uk urgently.

If you did intend to deregister the node, please ensure that the TSM software is removed from the machine by following the TSM removal instructions.