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.

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