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Contents
Overview
Groove Data Storage Overview
Groove Account Data
On Disk Storage of Groove Workspace Data
Scenarios
Hard Drive Crash
System Replacement
Deleted Document or Workspace
Corrupt Workspace
Back up Options
Account Backup – Manual
Account Backup – Automated
Management Server Account Backup
Second (or Multiple) Devices
Workspace Backup
Workspace Archive – Manual
Space Archive – Automated
Third Party Tools
Partial Workspace Backup
Files Backup – SharePoint Files Tool
Not Recommended
Backup of the Data Directory
Overview
Microsoft Office Groove 2007 is a decentralized collaboration tool that stores data locally for each user. This document presents information to help the reader understand the unique backup and restore requirements of Microsoft Office Groove by
- Presenting the data storage model Groove uses
- Reviewing scenarios requiring data recovery
- Outlining specific backup approaches.
Groove Data Storage Overview
There are two types of data that Groove uses to accomplish synchronization between workspaces: Account Data and Workspace Data.
Groove Account Data
Account Data contains all the information that one user needs to be able to use Groove with another Groove user. Key components are the user’s Relay information, device URLs, Public Keys, and Domain information. Groove uses the concept of a vCard that can be passed from one user to another with this data.
On Disk Storage of Groove Workspace Data
The remaining data in Groove is stored in an encrypted Binary File Store and contains actual workspace content as well as Instant Messages. Workspaces can be viewed as living breathing virtual environments. They are being fed with data (discussions, documents, meeting information etc) from the various members of the space. This information is synchronized to the all workspace members automatically. The workspace keeps track to make sure that all workspace members receive all updates.
Scenarios
These scenarios present the issues that require backup or archive of Groove data. Since Groove is decentralized, all the data resides on each user’s machine and is automatically synchronized, therefore standard backup procedures may not support full recovery of all Groove data.
Hard Drive Crash
The hard drive crash is generally the most serious of the issues that a user will face. However, recovery from this can be relatively straightforward if the user is a member ofa managed domain or the user has regularly backed up his or her account data. Also, because there are multiple members in each workspace, the user has multiple backups of the workspace data. Therefore, the user will be able to simply fetch the data from other workspace members.
System Replacement
This backup scenario is similar to ahard drive crash. Data can be recovered easily if the user is a member of a managed domain or the user has regularly backed up his or her account data. Also, if the user will have access to both systems before the old machine is decommissioned, the user can set up multiple devices and fetch workspace data from the old machine which is generally faster.
Deleted Documentor Workspace
In the case of a deleted document, a user may have deleted a document inadvertently or may need to revert to a previous version. Since the workspace is constantly updating all members, updates (which in this case include the deleting of the document) are synchronized to all workspace members. The user can’t retrieve the document from someone else’s workspace butwill need to rely on a workspace archiveinstead, which could have been created manually or automatically using one of the tools described later in this document.
Deleting a workspace has two variations. First, the user deleted the workspace from his or her own account by mistake. The simple solution is to ask another workspace member to re-invitethem to the workspace. Second, as a workspace manager, the user has the ability to delete the workspace for all workspace members. This is similar to the deleted document scenario in that the user will need to relay on a workspace archive to recover.
Corrupt Workspace
In the rare occurrence that a workspace becomes corrupt and unusable, a workspace archive would be needed as well.
Back up Options
Account Backup – Manual
The user’s account file can be backed up manually by going to Options-Preferences-Account and clicking Save Account as File.
Figure 1. Saving an account as a file
Since this is the primary tool for recovery of an account that may have been lost due to hard drive failure, it is recommended to save the account file to another location not on the user’s PC. Suggested locations can include a network share, thumb drive, disc, or other computer. Users should backup their accounts weekly.
The Account Backup file contains all the details to rebuild the users account. Upon restore, users will have their account data, all their contacts, and a listing of all the workspaces they belong to. Users can then fetch or call for the space data from any other member of each workspace.
Note: When the user’s account is restored, they will not have their Instant Message history.
Account Backup – Automated
Management Server Account Backup
Users with Managed Accounts (managed by Hosted Services or an onsite Manager Server) can have their accounts automatically backed up by the Manager Server. See Groove Server 2007 Manager Server Administrator’s Guideto set this up. With Automatic Account Backup, users just need to request the account backup file from their administrators or help desk, then restore it to a new installation of the Office Groove client.
Second (or Multiple) Devices
Many Office Groove users have found it useful and valuable to have their Groove Account on more than one computer such as a desktop computer in the office and a laptop for traveling. They can have all their Office Groove workspaces available on both machines.
From a backup perspective, the user now has a complete backup of both Account Data and Workspace Data that can be used to restore the system that has failed.
Workspace Backup
Workspace Archive – Manual
Users can manually archive workspace data by selecting Files – Save Workspace As – Archive.
Figure 2. Archiving a workspace
This will create a single binary file of all the Workspace data, membership, tools and other relevant information. The archive is used to recreate the workspace from a point in the past (when the archive was created).
Note: This is a copy of the workspace with all the data at the time the archive was created. It is not the current workspace. When the archive is restored, the user who restored it will be the only active member in the workspace. All other workspace members will appear as ‘Suspended’ which in this case means they do not currently have this new copy of the workspace on their machines. The user who restores the workspace can re-invite the workspace members, if necessary. However, this is only recommended in the case where the original workspace is not functional as there could be confusion when there are two copies of the same workspace.
Space Archive – Automated
Office Groove Server 2007 Data Bridge – Archive Service
The Office Groove Server 2007 Data Bridge has a service that can be used to automatically create workspace archives on a regular schedule. These archives are then stored on the server, other network storage or backed up to more permanent storage (SAN, CD, DVD, Tape etc.). Upon need, the user would contact the appropriate administrator or helpdesk to request the workspace archive of a specific point in time. For more information about the Data Bridge, see the Groove Server 2007 Data Bridge Administrator’s Guide.
Third Party Tools
The following third party tools, developed by Microsoft Partners, are available to provide additional workspace archive capabilities.
Dicodemy – G.Force – Personal Backup Tool
GForce.Backup is personal backup utility for Microsoft Office Groove 2007 that allows users to manage and restore archived workspaces in addition to automatic backups of Groove workspaces that have changed, on a schedule that the user defines.
Information Patterns – Bambuco – Scripted backup via Windows Scheduler
Toucan Bambuco is a middleware application that can be used to back up your workspaces by invoking a simple script from the command line or at predefined intervals via the windows scheduler.
ThreeWill – Personal Backup Tool
Personal Backup for Groove is a simple command-line based utility for backing up your Groove workspaces.
Partial Workspace Backup
Files Backup – SharePoint Files Tool
For those companies that have Windows SharePoint Services (WSS) or Microsoft Office SharePoint Server (MOSS) users can leverage the SharePoint Files tool (a Groove tool) to store documents in Groove and synchronize them to a SharePoint Document Library. This is particularly useful when the uses would like to maintain version history.
Not Recommended
Backup of the Data Directory
Groove stores its data in encrypted file stores on the user’s hard drive in a commonly known path. Within the file structure are all then necessary elements to use the data on another machine, if moved correctly. This approach can be used successfully to move,or migrate, data from one machine to another, where the first machine is being retired. However, it is not recommended as a backup/restore procedure for disaster recovery. At no time should both machines (with the same copied data) be connected to the network at the same time as this might cause the user’s account to become corrupted. Once the data is moved from the first machine to the second machine, Groove should never be started on the first machine again.
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