Sharepoint 2010 : Backup and Restore Options (part 5) - Command-line Backup Tools , Two-level Recycle Bin

2.2 Command-line Backup Tools

The stsadm.exe utility was used to perform command line operations with SharePoint 2007. It enabled SharePoint administrators to back up site collections using the command line. This made it easy to restore a Site Collection (or a single site) if necessary.

SharePoint 2010 introduces the use of Windows PowerShell cmdlets, which offer command-line execution of many SharePoint functions, including backup and restore. PowerShell offers over 300 new cmdlets that allow a more granular set of functions for execution than stsadm. Specifically, it allows administrators more flexibility on what gets backed up or restored. To see a list of available options for backup, type

backup-spfarm -?

Using the PowerShell cmdlets is very useful for regular backups because you can use the Windows Task Scheduler to create a recurring backup job. This can be done by creating a PowerShell script then using the Windows Task Scheduler to execute this script every day (off-hours).

The backup cmdlet also lets you do a full SharePoint backup as you would with the Central Administration page. The syntax looks like this:

Backup-spfarm –directory \\myserver\backuplocation -backupmethod
full

This command performs a full backup on a SharePoint farm and writes to the Backup and Restore History on the Central Administration page. You can then use either the Central Administration interface to restore from this backup or another command-line command. Backup and restore actions done via the Central Administration Web interface or the command line are indistinguishable.

Scheduling a SharePoint Backup

Like MOSS 2007, one of the things you’ll notice on the Backup and Restore pages is that there is no tool for scheduling backups. This presents a problem for IT staff interested in ensuring that SharePoint backups are regularly obtained. As in the previous version, the best alternative is to use a simple batch file that executes the SharePoint backup from the command line. This batch file can then be scheduled using the native Windows Task Scheduler. We discuss the command-line backup options in the following section.

2.3 Two-level Recycle Bin

The SharePoint Recycle Bin is a convenience for users who accidentally delete a file or other item. Needing to recover a single item is a much more common situation than having to recover from a full-fledged disaster. The Recycle Bin provides an “undelete” feature to allow end users to recover accidentally deleted files, documents, list items, lists, and document libraries without running a content database-level backup and restore. This saves the SharePoint administrator(s) time and hassle because they can easily recover files for end users without having to initiate a full-fledged backup and restore process. In fact, in most cases, users will simply recover things themselves.

When a user deletes an item, it moves to the first-stage Recycle Bin. Users with contributor rights can recover their items from the first-stage Recycle Bin. When the item is deleted from the first-stage Recycle Bin, the deleted item moves to a second-stage Recycle Bin. SharePoint Administrators can recover items from the second-stage Recycle Bin if the items have not been purged.

Configuring the Recycle Bin

The SharePoint Recycle Bin is a Web application setting, which means that it can only be enabled or disabled for all of the Site Collections served by the Web application. If you turn it on, it’s available on all sites in all Site Collections for that Web application.

The global settings for the Recycle Bin are part of the Web application General Settings. These settings are accessed through the Central Administration by using the ribbon to access general settings for a specific Web application (see Figure 13). The Recycle Bin settings are at the bottom of the General Settings page (see Figure 14).

Figure 13. Accessing General Settings page through Central Administration

Figure 14. Managing the Recycle Bin settings through Central Administration

We recommend that you configure the Recycle Bin to a size that is a percentage of the overall site quota and set an “auto-clean” schedule (the default is 30 days) for permanent file removal that fits your business needs. Again, these settings will apply to all Site Collections within the Web application.

Restoring Items from the Recycle Bin

The first level of the Recycle Bin is the user-level Recycle Bin (see Figure 15). It is accessible by any user with contribution rights associated with the deleted item and provides a site-level view of deleted content; it contains all items deleted from a particular site.

Figure 15. End-user settings for the Recycle Bin

The second level of the Recycle Bin is the administrative Recycle Bin (see Figure 16). It is accessible by Site Collection administrators, provides a Site Collection-level view of deleted content, and contains all items deleted from a particular Site Collection.

Figure 16. Administrator settings for the Recycle Bin

In effect, SharePoint administrators no longer need to maintain replica environments for item-level restores. In addition, inadvertent site deletions can be managed through the use of custom event handlers that automatically back up a site prior to deletion. Both offer significant support time reductions.

2.4 SQL Server Backup

Microsoft SQL Server Backup and Restore is typically used by large organizations given that they already have SQL Server Tools or offsite data centers. It’s also because the person/group responsible for the databases is a DBA, rather than the SharePoint Server administrator. If you are in a large organization where this situation is likely, then we recommend this option. We’ll leave the steps to back up SQL Server to the DBA.

SQL Enterprise Manager has the capability to schedule backup tasks, which enables the DBA to automate the backup process. We recommend that the DBA(s) responsible for the SharePoint databases get proper training on the structure of the SharePoint databases.

It is important to note, however, that only the configuration and content databases get backed up. The “What’s Not Covered in a SharePoint Backup” section that follows describes other important items that you will need to also back up.