Setting up a Storage Protect node

Submission:Fax: 0711/459-23449 | Post: Universität Hohenheim, KIM (630), D-70593 Stuttgart

User rules for the Storage Protect system

1. Operation
The Storage Protect (SP) archive and backup system is operated in cooperation with the University of Stuttgart.

2. Costs
The service is fee-based, i.e., the costs (currently €115 per TB per year) paid by KIM are charged to the facilities. Each department has an exemption level of 2 TB backup volume in total across all nodes. If the backup volume of a department exceeds the limit of 2 TB, the costs for the entire data volume (including the 2 TB) will be charged. The data volume is determined on a reporting date basis at the beginning of November each year.

3. Readability of the data
The KIM makes every effort to create the conditions for a long service life and security of the data with the means available. There is no one hundred percent guarantee for the unlimited readability of the data on the storage media of the archive and backup system. Neither the manufacturer of the storage system nor KIM as a service provider can be held liable in the event of an error.

4. Data protection
Personal data is only stored to the extent that it is needed for getting in touch with the contact persons. It is not be used for other purposes or passed on to third parties. Connection information is kept in the systems' log files for error tracking. This includes, among other things, the access date, the number and volume of data transmitted, and the IP address of the accessing computer. Further processing and evaluation of this data only takes place in anonymized form (for example, for statistical purposes, for troubleshooting, or to determine intrusion attempts).

The customer is solely responsible for the content of the stored data. The customer undertakes not to store or archive sensitive data (e.g., personal data) without encryption. The customer is responsible for ensuring the interpretability of the data, for example by managing appropriate metadata.

5. Encryption
By default, all data is stored unencrypted on the disks in the archive and backup system. The data is transferred from the client to the SP server via SSL encryption in current client versions. AES encryption can be activated by the customer on the SP client. The custody and management of the key is the sole responsibility of the customer. If the key is lost, decryption is no longer possible. For this reason, KIM advises encrypting sensitive data before backing up or archiving it.

6. Retention rules and periods

Lifetime of a node
Archive and backup files are managed in what are referred to as nodes. A node usually corresponds to a computer from which backups or archives are to be made. Nodes are registered on the SP servers together with the address of a contact person. This contact person is the main contact person for KIM and is solely responsible for the data archived or backed up in Storage Protect (including its content).

Nodes are not deleted as long as they are active, i.e., as long as data is saved or restored under a node. If a node is not accessed for more than 1 year,  the contact person is informed about the imminent deletion of the node by email and the node is blocked. If there is no response within 2 months, the node will be deleted without notification. Nodes that have been unlocked on user request and are inactive for 2 months after that will also be permanently deleted without notification. If the email address stored as a contact no longer exists, the node is also blocked and deleted after a waiting period of 2 months.

Nodes that are not in use for 180 days after they are requested will be deleted without further inquiry.

KIM reserves the right to change this concept if necessary after appropriate notice and lead time.

Retention period of archive data
During the lifetime of a node (see above), archive files are retained for 365 days by default. After the expiration of 365 days, calculated from the time of archiving, the data is automatically deleted without prior inquiry.

Copies of archive data
By default, an additional archive copy is created of archive files on the Storage Protect servers. Thus, archive files are located in two different storage locations. KIM reserves the right to change this concept if necessary after appropriate notice.

Backup data retention period
By default, Storage Protect servers retain up to 2 versions of each backup file. The number of versions can also be increased upon request. The inactive files, i.e., files that are no longer present on the client, are deleted after 30 days; active versions are never deleted individually. The lifetime of the active versions depends on the lifetime of the associated node.

7. Availability, maintenance times
At all times, KIM strives to ensure the functionality of the archive and backup system. Nevertheless, occasional system failures cannot be completely ruled out.
If maintenance work has to be carried out on hardware and software that requires an interruption in service, this will – if it is foreseeable – be announced in good time on the KIM websites, or by email if requested. Status reports and information about outages are provided promptly on KIM’s web pages.

8. Support from KIM
KIM can only provide limited assistance with the installation/configuration of the client software and with any problems that may arise. In particular, response times cannot be guaranteed. During regular working hours, an attempt is made to respond to a service request or problem report on the same working day; the processing time depends on the complexity of the problem. The recommended notification method for questions, problems, or malfunctions is to email kim-backup@uni-hohenheim.de. In principle, KIM can only process support requests if the hardware and software used by the customer is also fully supported by the manufacturer of the archive and backup software. It is the customer's responsibility to ensure the appropriate compatibility by regularly updating their system.

9. Limitation of the amount of data
Currently, the amount of data that may be stored in the backup and archive system is not limited.
It is the customer's responsibility, in consultation with KIM, to limit the size of the data inventory within a node to a reasonable level.
The reasonable selection of files and file systems to be backed up is made solely by the customer.

10. Duration, changes, and termination
The duration of the backup and archiving services offered by KIM is limited. Unless otherwise agreed, the archiving periods valid at the time of setting up a node shall apply.
The use of the service can be terminated by the customer before this period expires. All stored data will be deleted in this case.

11. Duties and obligations of the customer
The points have already been described in detail above and are summarized again here.

• It is the customer's responsibility to ensure that their system is up-to-date and compatible with the archive and backup software used by regularly updating it.
• The customer is solely responsible for the content of the stored data. The customer undertakes not to store or archive sensitive data (e.g., personal data) without encryption.
• The reasonable selection of files and file systems to be backed up is made solely by the customer.
• The customer deletes or arranges for the deletion of data and nodes that are no longer required.

If the data is encrypted, the responsibility for the safekeeping and management of the key lies solely with the customer. If the key is lost, decryption is no longer possible.
KIM reserves the right to take appropriate measures in the event of a violation of the principles listed here. This may result in the exclusion of the user from KIM’s backup and archiving services.