TapeTrack Documentation

Because there is more to tape management than you ever realized

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planning:introduction

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planning:introduction [2017/08/03 21:14] – [Identifying Improvements] Gerard Nicolplanning:introduction [2025/01/21 22:07] (current) – external edit 127.0.0.1
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 ====== Implementation and Planning Guide ====== ====== Implementation and Planning Guide ======
  
-Let me start this section by saying nobody ever knows how complex their existing tape management processed are until they start implementing TapeTrack.+Let me start this section by saying nobody ever knows how complex their existing tape management processes are until they start implementing TapeTrack.
  
 There are many factors that result in this realization, but above all, is the fact that prior to the TapeTrack implementation, the majority of management processes are manual, and unmanaged, and have been created with no consideration of ever formalizing the process. There are many factors that result in this realization, but above all, is the fact that prior to the TapeTrack implementation, the majority of management processes are manual, and unmanaged, and have been created with no consideration of ever formalizing the process.
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   - [[planning:complex_processes|Existing processes that are unnecessarily complex and based on unsound logic]].   - [[planning:complex_processes|Existing processes that are unnecessarily complex and based on unsound logic]].
   - [[planning:warnings_and_oversight|Implementing software that will warn of mistakes that previously went unnoticed]].   - [[planning:warnings_and_oversight|Implementing software that will warn of mistakes that previously went unnoticed]].
-  - [[planning:inconsistant_use|Not realizing that Tape Management is an ongoing process and using TapeTrack inconsistently]].+  - [[planning:inconsistent_use|Not realizing that Tape Management is an ongoing process and using TapeTrack inconsistently]].
   - [[planning:tapetrack_design|The design of TapeTrack, which shows tapes in all locations, not just one]].   - [[planning:tapetrack_design|The design of TapeTrack, which shows tapes in all locations, not just one]].
  
 +<note important>Understanding each of these challenges in detail is a good investment in the future success of your TapeTrack deployment.</note>
 ====== Implementation Phases ====== ====== Implementation Phases ======
  
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 While it is completely up to you how you implement TapeTrack, these suggested phases are what we would recommend as best practice for implementing the product. While it is completely up to you how you implement TapeTrack, these suggested phases are what we would recommend as best practice for implementing the product.
 +===== Identifying Stakeholders =====
 +
 +When implementing TapeTrack, it is important to first identify those who have an interest in the tape management process as these people may be required to cooperate with the implementation, provide some assistance, or sign off on the implementation.
 +==== Business Data Owners ====
 +It is rare for the business data owners to show an interest in the implementation of TapeTrack. Depending on the arrangements that are in place, the data owners may be needed to fund the implementation, or sign off on any changes that arise as a result from the implementation, but in general involving the data owners in the implementation is generally done only as a courtesy.
 +==== Operations ====
 +Operations staff will almost always be key participants in the TapeTrack implementation and day-to-day usage. These staff will be involved in:
 +
 +  * Entering and removing tapes from robotic libraries.
 +  * Slotting tapes in racking systems.
 +  * Scratch tape management.
 +  * Scanning tapes in and out of the system.
 +  * Working with third-parties such as offsite vendors to transfer custody of each tape.
 +  * Actioning any alerts issued by TapeTrack.
 +==== Backup Administrators ====
 +
 +When integrating TapeTrack with backup software and robotic tape library equipment the cooperation and assistance of the backup administrators is usually necessary. Backup Administrators will be responsible for:
 +
 +  * Ensuring tape management processes align with backup requirements.
 +  * Installing TapeTrack software.
 +  * Setting up backup software and library integration.
 +==== Auditors ====
 +
 +Auditors are often involved in setting the high-level requirements for a TapeTrack implementation and for later validating the efficacy of the implementation, but it is rare for auditors to be involved during the planning for, or implementation of TapeTrack. 
 ===== Identifying Tape Management Objectives ===== ===== Identifying Tape Management Objectives =====
  
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 At a high level, our suggested objectives are: At a high level, our suggested objectives are:
  
-  - To create a completed inventory record of every tape asset owned by the enterprise. +  * To create a completed inventory record of every tape asset owned by the enterprise. 
-  - To create a consistent tape management process across the enterprise, or where that is not appropriate, a common framework to formalize the different management processes that might exist in each region. +  * To create a consistent tape management process across the enterprise, or where that is not appropriate, a common framework to formalize the different management processes that might exist in each region. 
-  - To create a chain-of-custody record of each activity related to each and every tape. +  * To create a chain-of-custody record of each activity related to each and every tape. 
-  - To automate as many tape management processes as possible by leveraging the features of TapeTrack, and by integrating with third party software products and library hardware. +  * To automate as many tape management processes as possible by leveraging the features of TapeTrack, and by integrating with third-party software products and library hardware. 
-  - To better organize tape libraries that are in racks and shelving units. +  * To better organize tape libraries that are in racks and shelving units. 
-  - To implement reporting processes to comply with regulatory requirements. +  * To implement reporting processes to comply with regulatory requirements. 
 ===== Obtaining Consensus ===== ===== Obtaining Consensus =====
  
-It is rare for all backup state-holders to be all behind the implementation of TapeTrack. Sometimes the drive to implement the product comes from Operations, and other times it comes from the backup administrators. While it might not be possible to gain a complete agreement from all interested parties regarding how TapeTrack is implemented, it is important that all interested parties come to some sort of understanding about what will be implemented.+It is rare for all backup stakeholders to be all behind the implementation of TapeTrack. Sometimes the drive to implement the product comes from Operations, and other times it comes from the backup administrators. While it might not be possible to gain a complete agreement from all interested parties regarding how TapeTrack is implemented, it is important that all interested parties come to some sort of understanding about what will be implemented.
  
 Examples of the kind of disagreements that might arise are: Examples of the kind of disagreements that might arise are:
  
-  - The level of integration and automation that is implemented. +  * The level of integration and automation that is implemented. 
-  - Who is responsible for supporting TapeTrack. +  * Who is responsible for supporting TapeTrack. 
-  - What level of alerting is enabled within TapeTrack.+  * What level of alerting is enabled within TapeTrack. 
 + 
 +<note tip>Create a document that outlines what you will setup and deploy TapeTrack, ensure each stake-holder receives a copy, and ask for feedback before moving towards implementation.</note>
 ===== Mapping the Existing Environment ===== ===== Mapping the Existing Environment =====
  
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   - Which sites are using tape and require tracking from TapeTrack.   - Which sites are using tape and require tracking from TapeTrack.
   - How tapes are currently being managed at each site that uses tapes.   - How tapes are currently being managed at each site that uses tapes.
-  - What backup software is being use in each environment that uses tapes.+  - What backup software is being used in each environment that uses tapes.
   - Who is responsible for tape management in each location.   - Who is responsible for tape management in each location.
-  - Are there any third parties handling the tapes, such as offsite vendors or outsourced tape operations. +  - Are there any third-parties handling the tapes, such as offsite vendors or outsourced tape operations.
-===== Identifying Improvements =====+
  
-The goal of any TapeTrack implementation is to improve the overall quality of the tape management process.+<note tip>Consider drawing a map of your current tape environment in Video or Google Draw so that you can better visualize your tape management topography and workflow.</note> 
 +===== Identifying Key Staff =====
  
-Starting with a clear goal as to what you would like to improve is an important part of the planning process as it not only allows you to meet your objectives, but also quantify the return on investment of your TapeTrack license.  +Identifying key staff who will be responsible for the implementation and day-to-day operation of TapeTrack is critical.
-===== Identifying Stakeholders =====+
  
-==== Business Data Owners ====+These key staff may include those who are directly responsible for implementing and using the product, but they may also be staff who have no direct involvement with TapeTrack. 
 +===== Creating a Project Plan =====
  
-==== Operations ====+It is recommended that a formal project plan be created for the implementation. 
  
-==== Backup Administrators ====+<note tip>GazillaByte can provide a template implementation plan upon request.</note> 
  
-==== Auditors ====+===== Planning for Objections =====
  
-===== Identifying Key Staff ===== +It is inevitable that you will receive some level of push-back from one or more employees when TapeTrack is deployed. 
- +
- +
-===== Creating a Project Plan =====+
  
 +These objections can include:
  
 +  * Why did we have to change from our old system?
 +  * Why is maintaining the old system no longer part of my duties?
 +  * I did not attend the training and I don't know how the system works.
 +  * The system is not the same as our old system.
 +  * Why am I getting messages notifying me that I have made a mistake?
 +  * Scanning tapes in and out is too time consuming.
 +  * There are discrepancies between what the offsite vendor's system has and TapeTrack.
planning/introduction.1501794862.txt.gz · Last modified: 2025/01/21 22:07 (external edit)