This document is intended to familiarize the user with the new ALICE (Arizona Life sciences Information Cataloging Environment) backup system. It is important that users of the system understand the functions and limitations of the system to ensure that vital data is properly backed up.

When properly used, the ALICE system will backup all pertinent data and documents on a client machine. If there is a hard drive or system failure that results in loss of data, the ALICE system will be able to restore the lost data from its backup archives. However, there are some exceptions that each user must understand in order to ensure no loss of important data.

1. The ALICE system will not backup any files stored in certain folders. These folders could be thought of as “Non-Backup” folders. Specifically, the system will ignore the following folders:

a. Windows PCs:

i. The Recycle Bin

ii. Any “Temporary Internet Files” folders

iii. Any folder named “My Music”

b. Macintosh Computers:

i. The Trash Can

ii. Any “Temporary Internet Files” folders

iii. Any folder named “Music”

2. The ALICE system will backup client data 1 (one) time per day unless otherwise instructed by the user to backup immediately. This means that files created/modified after the daily backup has taken place will not be backed up until the next day unless the user tells the software to “Backup Now”. Scheduled daily backups will take place sometime between 11am and 4pm.

3. The ALICE System can only backup your data when your computer is turned on. If your machine is not powered on during the scheduled backup time, the system will not be backed up.

4. If the user manually disables the ALICE backup client, no data will be backed up. It is the responsibility of the user to ensure that the system remains active and continues to backup data on a daily basis. As long as the client is active, data will be automatically backed up once per day.

5. Multiple revisions of backed up files are stored on a limited basis. Only 2 revisions of a single file can exist on the backup server at any time. This means that if you have a file that is backed up, and then you modify and save changes to the file on your local machine, the changes that you save may also be saved to the backup system. This will make retrieval of an older revision impossible. Note that this is only true for backup files and does not apply to archived files.

6. The ALICE system stores backup files of 2 forms: Active files and Inactive files. When a file is present on your computer and is backed up, the file on the backup server is considered “active” and that file is secured as recoverable. If you delete a file from your computer, the next time your machine contacts the ALICE system, the system will mark its copy of the locally deleted file as “Inactive”. After a short period, inactive files are deleted from the system permanently. For this reason, it is imperative to understand that if you make a backup of your files, this does not mean that it is safe to permanently remove those files from your local machine.

7. The “Archive” function within the ALICE system is very different from the “Backup” function. Archive is designed to serve as long-term storage of historical data. Files that are archived can be safely removed from host computers and can be securely stored on the server indefinitely. Because of the sensitive and permanent nature of this tool, the archive function should only be used in conjunction with the assistance of a system administrator.

8. The ARL business office is still determining the cost of using the ALICE system. It is estimated that the cost will be between $30 and $40 per computer per year. NOTE: for ARLDN, central funding is covering this cost for the 06/07 fiscal year. In coming years, each lab group can decide how many computers to continue covering.

9. Should any individual computer require an excessive amount of space on the ALICE system (defined as more than 100 gigabytes of data), that machine may be subject to small, additional yearly charges.