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Cloud Disaster Recovery: Lessons from Failures
6th May 2024 • The Backup Wrap-Up • W. Curtis Preston (Mr. Backup)
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W. Curtis Preston: Welcome to the exciting final episode in

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our series on cloud disasters.

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During which we conclusively answered the question.

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Do I have to back up my data in the cloud?

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The answer is an unequivocal.

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Yes.

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Not having a good backup and disaster recovery plan for your data in

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the cloud is nothing short of an existential threat to your company.

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Two out of the 10 companies we covered in this series immediately went out

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of business after what happened.

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And another killed off an entire line of business.

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The cloud is an amazing place and I consider myself an

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advocate, but it is not magic.

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It is just someone else's computer.

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In this episode, we will summarize the lessons that we learned and the major

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arguments that we settled from our coverage of no less than 10 disasters.

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If you're just joining us, hopefully this episode will wet your appetite

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enough to have you go back and listen to, or watch those other episodes.

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We had a good time making them.

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And we also learned a lot.

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By the way, if you don't know who I am, I'm w Curtis press an AKA Mr.

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Backup.

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And I've been passionate about backup and recovery for over 30 years.

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Ever since I had to tell my boss that we had no backups of the

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production database, we just lost.

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I don't want that to happen to you.

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And that's why I do this on this podcast.

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We turn unappreciated backup admins into cyber recovery heroes.

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This is the backup wrap up.

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W. Curtis Preston: Welcome to the show.

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I'm w Curtis Preston, AKA, Mr.

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Backup, and I have with me my trauma sympathizer Prasanna

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Malaiyandi, how's it going?

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Persona.

Prasanna Malaiyandi:

I am good, Curtis.

Prasanna Malaiyandi:

Yeah.

Prasanna Malaiyandi:

Um, it's interesting of all the things you can complain about or that are

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wrong in this world for you, the biggest issue is different operating

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systems using back slashes differently.

Prasanna Malaiyandi:

W. Curtis Preston: Y.

Prasanna Malaiyandi:

Yeah, so.

Prasanna Malaiyandi:

It's because I'm being forced to operate a Windows based net backup server.

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I.

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And I only know how to work in like Unix land, like when I'm doing automation

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and scripting and stuff, which is the only way I know how to do anything.

Prasanna Malaiyandi:

Right.

Prasanna Malaiyandi:

I, I, I don't understand.

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I, I guess people, if they grew up in Windows Land, they learn PowerShell.

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They learn, you know, batch programming and what I didn't learn all that stuff.

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I learned shell scripting.

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And so when I want to administer a Windows-based system, the first

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thing I do is install siggu so that I have a Unix-based environment.

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But when I'm interacting with, um.

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Files.

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Right.

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Um, so sig one is nice in that it translates all the file directory names

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and everything into slashes, right?

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So it's, I just have to, um, sort of figure that out.

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And basically, like Deco backslash becomes slash sig drive slash d, so

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you just sort of, that's not too bad.

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But in the case of net backup, I'm doing things like.

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I am running commands that output file names that sometimes are in Windows

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format and sometimes are in Unix format.

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And, um, the, what I've recently discovered is that, and it took me,

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it took me literally just banging my head into the wa into the wall

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a few times to figure this out.

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Is that, um.

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Back slashes, behave differently.

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Um, you know, like I wanna massage them and the first thing I wanna do

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is change 'em and four slashes, right?

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So that I can, so that they're not gonna be escaping everything in my unit.

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She script, right?

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Um, they behave differently on like in standard in then they do in a file.

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So if I take the output of a command, I.

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Such as BPPL include, which is, you know, show me the files that are in this policy.

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Uh, and I pipe that directly into a, uh, you know, into a series of

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pipes to massage the, the output, uh, that backslash behaves differently.

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I have to escape it differently if I'm just doing a, a straight.

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Yeah,

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W. Curtis Preston: if I out, if I take the, the command and actually

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output it to a file and then

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and then look at it.

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Um, and then basically I have to es like if I'm doing it on the command

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line, I have to escape the escape twice.

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If I'm doing, if I'm doing it in a filing, I only have to escape it once.

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And that's been driving me just absolutely bonkers.

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So I think what you do is you just add a whole

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bunch of escapes in there, you know,

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W. Curtis Preston: I

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slashes

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W. Curtis Preston: it works.

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I'm just like, does two will two work?

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No.

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Two, no, no.

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3, 3, 3.

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No.

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And then three, like three, uh, tells me that I, that I have too

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many and I have like, uh, it, it, it, it escapes like something

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later and I'm like, no, no, no, no.

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Okay, so I won't take four.

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You know, and I just, I just do a bunch of them until.

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I get what I

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It works.

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W. Curtis Preston: Yeah.

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It's like, it's like, uh, it's like writing code, right?

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You compile it, it fails.

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You're like, oh, I'll fix this, and then it fails again.

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It's like, oh, I'll fix this, and then you just keep going until

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eventually you get zero errors.

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W. Curtis Preston: And, and, and then, so I, I find that as annoying as this is, I

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find that it's actually easier to take a net backup command, output it to a file,

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and then hash through that file, rather than just doing it as a series of pipes.

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And as annoying as that is, it's more, it seems more consistent, um, albeit slower.

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And it's also slower because the first thing I have to do on that

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file, you know what I have to do?

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I have to run the dos2unix command on it

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because of the, the new line.

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Because the new line is also different.

Prasanna Malaiyandi:

Yeah,

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W. Curtis Preston: It, it's been fun is what I would say.

Prasanna Malaiyandi:

Oh, Curtis

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W. Curtis Preston: Ah, so, uh, so speaking of fun persona, we

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have now terminated our cloud

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concluded.

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W. Curtis Preston: series.

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Concluded,

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W. Curtis Preston: What's that?

Prasanna Malaiyandi:

concluded.

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W. Curtis Preston: Why did I say terminated?

Prasanna Malaiyandi:

Yeah.

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Terminated just seems.

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W. Curtis Preston: said I'm done.

Prasanna Malaiyandi:

I'm done with all these people losing data.

Prasanna Malaiyandi:

Yeah.

Prasanna Malaiyandi:

We have concluded our cloud disaster series.

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What did you think?

Prasanna Malaiyandi:

I liked it actually.

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It's one of those things, like a disaster happens.

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You read it on the news and then you forget about it, right?

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It says to the next day.

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And or you, there are many of these that like I don't think

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any of us had heard about.

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Right.

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And just being able to go through and just understand and kind of take a look right

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and getting your perspective right and seeing, okay, what are these disasters?

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And really sort of doing the research ahead of time.

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It was kind of fun.

Prasanna Malaiyandi:

I liked them.

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W. Curtis Preston: Yeah, it was fun.

Prasanna Malaiyandi:

It was, um, what I liked about it was that enough time had passed with most

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of these disasters that we often had the other half of the story, right?

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When the, when, when they happen, uh, you know, at the mo you know,

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at that moment you check it and you hear like in the case of, um.

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The, uh, the Musi outage, the first thing you hear is that, you know, musi has sued

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Google because, you know, they lost their data and, and that makes the headlines

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and everybody's, oh, you know, there's a lawsuit, you know, but you know, this

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is America, so anybody can sue anything.

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I mean, you may remember that there was a woman who sued.

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Google Maps because she drove her car off a pier.

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Right.

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Because Google Maps told her to go that way.

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Right.

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You know, you could sue for anything, but that doesn't mean

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you're gonna be successful.

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And it was nice to go back and look at the, um, you know what happened

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after, in some of the cases, we got some additional insight from people

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that were, you know, in and around.

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I, I think of the.

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OOVH incident.

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Right?

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Uh, that was nice.

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We got some insight into that and how that OVH really was known for the, you

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know, being a low cost provider and so that nobody was pro, nobody was surprised

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when they, uh, didn't have, didn't have.

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Yeah.

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Yeah.

Prasanna Malaiyandi:

Well, the other thing also that I came to realize from the series is,

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like you said, time had elapsed.

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It's also interesting to see how the company, some companies try

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to sweep things under the rug,

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W. Curtis Preston: Right,

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right?

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And thanks to the wonders of the internet where nothing is ever gone, right?

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Being able to uncover, okay, really, what was it that was initially

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said versus what do they say today?

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W. Curtis Preston: Yeah.

Prasanna Malaiyandi:

Uh, thank you very much.

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Um, internet archive, right?

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That was, that was, that was very helpful.

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In some cases we weren't able to get stuff, but, and there were a lot of cases

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where we were able to get basically the first version of the story versus the,

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the later, the, the latter version.

Prasanna Malaiyandi:

Yeah.

Prasanna Malaiyandi:

Uh, but, but I would say in most of these cases, right, the initial

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information that people saw was what was allowed to be released, right?

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Whatever the company had at that time, which sometimes they're working off

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incomplete information, but they still wanted to provide some information

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to their users, such as like the OVH incident or Rackspace, right?

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Where it's just, okay, what information is available?

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Let me at least push something out there.

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W. Curtis Preston: Right.

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And that, and that's what we encourage, uh, companies to do, right, is to

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be upfront about what's happening.

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And it's okay to say you don't know yet, but acknowledge what's happening.

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You know, acknowledge what you know when you know it.

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Don't make stuff up.

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Right.

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Um.

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And the, and then, and then the, the other thing that I would say is, um.

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Is we like it when they don't try to pass blame.

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That happened a couple of times.

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Uh, when the blame is, you know, clearly on you and your design,

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uh, don't try to pass blame.

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So we've got, I came up with a few lessons that I wrote down, uh, and

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if, and if, and if a few others pop up in our head while we're recording

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this episode, just come out with 'em.

Prasanna Malaiyandi:

Um, and the first one is actually, uh, you put that on there.

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So you wanna, you wanna go for it?

Prasanna Malaiyandi:

Yeah.

Prasanna Malaiyandi:

Yeah.

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So I would say that the most important thing for a lot of

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these is if it's important to you, the data, of course, back it up,

Prasanna Malaiyandi:

W. Curtis Preston: Yeah.

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Which is, which is basically backup lesson number one.

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Is

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Or zero, I would say.

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W. Curtis Preston: Yeah.

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Backup.

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It's Rule zero.

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Uh, it's one that I absolutely cannot argue with, right?

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It's something that I say to you, right?

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Yep.

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W. Curtis Preston: I, I say this all the time, that if, if this data

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really is important to you, then it should be, you know, backed up, right?

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And we can talk in a little bit as to what constitutes a backup and,

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uh, that'll be some of the lessons that we learned along the way.

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But, um.

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I, I'm gonna say in almost all instances, what constitutes a

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backup is you making a backup.

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Not, not saying, oh, I got it because I got it, because it's the cloud,

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or because it's SaaS, or because it's, you know, it's not my problem.

Prasanna Malaiyandi:

No, it's always your problem.

Prasanna Malaiyandi:

Yeah, and there were companies, right, like Musi went out

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of business because they lost all their data and they couldn't recover it, and

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that was the end of the company, right?

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So,

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W. Curtis Preston: Yeah.

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And, and I'd say that that's, that's the first lesson I'm gonna say that

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wasn't actually on the list, is that if you don't get this right.

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Your entire company may just go away, right?

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That happened, uh, in at least two instances in the, the list

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of the companies that we found.

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Either your company or a significant portion of your company may go away.

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I think of Rackspace, right?

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Rackspace is now completely out of the hosted exchange business because.

Prasanna Malaiyandi:

Uh, of what happened with the rec based outage, right?

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So either your entire company or a significant portion of your company

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can literally just go, poof, overnight.

Prasanna Malaiyandi:

Yeah.

Prasanna Malaiyandi:

So what's the first one, Curtis, in your opinion, like what's the

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most important lesson from all of the ones that we've looked at?

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W. Curtis Preston: 3, 2, 1.

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Rule still rules.

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And, and I know that there are other versions of the 3, 2, 1 rule.

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I'm mu in this case, what I'm saying is if what you are doing for backup, as I make

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quotes in the air, doesn't at least comply to the 3, 2, 1 rule, it is not a backup.

Prasanna Malaiyandi:

Right?

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There are, there are many situations when we look at the stories that we, that we

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talked about here, where people had what they might have considered a backup.

Prasanna Malaiyandi:

Right.

Prasanna Malaiyandi:

Um, you know, musi is probably the best example of that, right?

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Um, where they had their backups with them, but basically

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they deleted their account.

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Right.

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Um, the, the other one would be Code Spaces.

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That's probably the most infamous, I think, where Code Spaces was making

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backups within the, within AWS, but they didn't follow the 3, 2, 1 rule.

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They didn't separate those backups from production.

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And so, when.

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Um, you know, when the, the bad actor went in there, they deleted the entire account.

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And again, poof, they went there, went their primary as well as their backup.

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And the same would be true of the SaaS.

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Um, people that, you know, when I think of specifically Microsoft 365, but this is

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true in so many other cases, is that, um.

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It that if you are not separating that data, if you're not making

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another copy, they don't have, uh, multiple copies of your data, right?

Prasanna Malaiyandi:

That, that are accessible to you.

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They may have, may have a DR copy, but as we saw in some of the cases, the DR.

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Copy does doesn't always work.

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Um, that Dr.

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Copy

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might not be to you, and it might not, it might not work, but.

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But the point is that if you're not, if you don't have a whatever they

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have, it's all in the same place.

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And when very bad things happen, uh, your SOL

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And specifically around the Microsoft case, right?

Prasanna Malaiyandi:

They may have a DR copy, but like you said, that's for their purposes

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not to allow you to do your restores.

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That's to make sure if something blows up somewhere from an infrastructure

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perspective, they can break things back up and they'll try their

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best to give you back all your data, but there's no guarantees.

Prasanna Malaiyandi:

W. Curtis Preston: Yeah, exactly.

Prasanna Malaiyandi:

Actually we're gonna get more into detail into that in, in a latter step.

Prasanna Malaiyandi:

But yeah, so short version is, I, I have no problem with app

Prasanna Malaiyandi:

pending to the 3, 2, 1 rule.

Prasanna Malaiyandi:

If you wanna say 3, 2, 1, 1, 0, 7, 9, 5, I don't care.

Prasanna Malaiyandi:

Right.

Prasanna Malaiyandi:

Um, and I, and I don't disagree with any of the versions that I've heard.

Prasanna Malaiyandi:

Right.

Prasanna Malaiyandi:

Things like I.

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Making sure that, you know, one of the copies, the biggest one is

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making sure that one of those copies is an immutable copy, which is a

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relatively new requirement, and that has to do with, uh, cyber attacks.

Prasanna Malaiyandi:

I don't have a problem with that.

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But if what you're doing doesn't comply with the 3, 2, 1 rule, uh, three

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copies of your data on two different types of media, one of which is

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physically separated from the other, um, then it, you don't have a backup.

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I do wonder, and maybe it doesn't have to be for

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this episode, if we should really figure out does the three or have a

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discussion on an episode of does the 3, 2 1 rule really need to be changed?

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W. Curtis Preston: Um, I,

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I think,

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I think just because I know that there's like different,

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like you said, the 3, 2, 1, 1 0.

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Zero.

Prasanna Malaiyandi:

Zero.

Prasanna Malaiyandi:

It may not be a zero, but you know what I mean.

Prasanna Malaiyandi:

Right.

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W. Curtis Preston: Yeah, well there, there's various versions

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out there and I'm fine with those.

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I do myself, like, you know, a, you know, I add to it.

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One of these copies needs to be immutable.

Prasanna Malaiyandi:

I am, I fully agree with that.

Prasanna Malaiyandi:

Does it need to be part of the 3, 2, 1 rule?

Prasanna Malaiyandi:

I don't know.

Prasanna Malaiyandi:

I, you know.

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I like the 3, 2, 1 for, for what it does, because what it does is it proves what

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we've been talking about here is that if you have a cloud service and all of

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the copies of your data are all in the same place, you don't have a backup.

Prasanna Malaiyandi:

Right?

Prasanna Malaiyandi:

Yep.

Prasanna Malaiyandi:

Speaking of which, uh, I would say that the next lesson learned is really around.

Prasanna Malaiyandi:

Right.

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Like you mentioned, the cloud is not backing up your data.

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You may think it is backing up your data.

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They may be doing DR copies for their own purposes, but it's not a backup

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that you as a customer, a user can go restore from, can go back to any point

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in time, recover it all the rest of that.

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Which I think a lot of people mistake, right?

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They're like, oh, I have a Salesforce, or Take your pick and it's a SaaS service.

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They host my data.

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They should be doing my backups.

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Or Microsoft 365, they should be doing my backups.

Prasanna Malaiyandi:

And I know Curtis way back in the day when we were first working together, right?

Prasanna Malaiyandi:

You were like, have you ever taken a look at Microsoft's

Prasanna Malaiyandi:

contracts, terms of service?

Prasanna Malaiyandi:

Do you ever see backup in there anywhere?

Prasanna Malaiyandi:

W. Curtis Preston: Right.

Prasanna Malaiyandi:

Yeah.

Prasanna Malaiyandi:

It's just, it is just not there, right?

Prasanna Malaiyandi:

That and that and that.

Prasanna Malaiyandi:

That's the part it is.

Prasanna Malaiyandi:

If you think that your SaaS service is backing up your data, please go

Prasanna Malaiyandi:

look for it in your contract, right?

Prasanna Malaiyandi:

Because you're not gonna find it.

Prasanna Malaiyandi:

There may be, there are some exceptions.

Prasanna Malaiyandi:

Interestingly enough, one of the exceptions was covered on

Prasanna Malaiyandi:

our, on our stories, right?

Prasanna Malaiyandi:

Where we had a vendor that was backing up, we're gonna talk, we're gonna,

Prasanna Malaiyandi:

we had a vendor who was advertising that part of their service was backup,

Prasanna Malaiyandi:

which almost never happens, right?

Prasanna Malaiyandi:

You don't see that.

Prasanna Malaiyandi:

Go look at what, what Microsoft advertises for 365.

Prasanna Malaiyandi:

Look at Salesforce.

Prasanna Malaiyandi:

Backup is not part of the offering either in terms of what they

Prasanna Malaiyandi:

advertise or what's in your contract.

Prasanna Malaiyandi:

And if it's not in your contract, it doesn't exist.

Prasanna Malaiyandi:

Right.

Prasanna Malaiyandi:

So the next one, and this is we, we've covered this a little bit already, and

Prasanna Malaiyandi:

that is if they are backing up their data center, that backup is not for you.

Prasanna Malaiyandi:

Right.

Prasanna Malaiyandi:

Um, and, and I see this a lot.

Prasanna Malaiyandi:

Um, there's again, this, this one guy that I interact with a lot online that,

Prasanna Malaiyandi:

that really believes very strongly in the Microsoft way of doing things

Prasanna Malaiyandi:

and in his idea that Microsoft has, for example, multiple delayed copies

Prasanna Malaiyandi:

of your data, like replicated, uh, delayed, replicated copies of your data.

Prasanna Malaiyandi:

That it's, it's gonna use that in the case of disaster to be

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able to recover your environment.

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And that appears to be true.

Prasanna Malaiyandi:

I, I've never found it anywhere documented.

Prasanna Malaiyandi:

Right?

Prasanna Malaiyandi:

Which, and if it's not documented, if it's not in my contract that I don't care.

Prasanna Malaiyandi:

But it appears to be true, however.

Prasanna Malaiyandi:

The story of KPMG.

Prasanna Malaiyandi:

If that story with the size of KPMG 145,000 employees, if what happened

Prasanna Malaiyandi:

to KPMG doesn't prove to you that you don't get to use Microsoft's backup to

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save your butt, I don't know what will.

Prasanna Malaiyandi:

This is a, this is a giant company paying tons of money to Microsoft every month.

Prasanna Malaiyandi:

Even they weren't able to recover from this giant blunder because it

Prasanna Malaiyandi:

was their fault, and that was not enough to have Microsoft use their

Prasanna Malaiyandi:

Dr copy, uh, to, to save them.

Prasanna Malaiyandi:

Yep.

Prasanna Malaiyandi:

Or, or if we go back and think about like

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the Salesforce example, right?

Prasanna Malaiyandi:

Where they changed on permissions and everyone had

Prasanna Malaiyandi:

access to every record, right?

Prasanna Malaiyandi:

And it was like, how do we undo that?

Prasanna Malaiyandi:

And so they tried their best and hopefully if you had a sandbox copy, they were

Prasanna Malaiyandi:

able to help you out a little bit.

Prasanna Malaiyandi:

But they were basically like, sorry, uh, I can't help you.

Prasanna Malaiyandi:

Good luck.

Prasanna Malaiyandi:

W. Curtis Preston: Yeah, that's interesting because the Salesforce

Prasanna Malaiyandi:

story, it's, it was their blunder,

Prasanna Malaiyandi:

Yep.

Prasanna Malaiyandi:

W. Curtis Preston: right?

Prasanna Malaiyandi:

It was their blunder that, that, um, I.

Prasanna Malaiyandi:

Where they messed up everybody's account.

Prasanna Malaiyandi:

And even then, when we know that Salesforce has a, a backup, as I make

Prasanna Malaiyandi:

quotes in the air, um, that you can pay for like $10,000 an instance,

Prasanna Malaiyandi:

and it takes like weeks to get it.

Prasanna Malaiyandi:

But they were like, no, we're not gonna crack open Pandora's box, even though it

Prasanna Malaiyandi:

was us that messed up all these accounts.

Prasanna Malaiyandi:

So, yeah.

Prasanna Malaiyandi:

So th those two incidents, if, if those don't prove to you that these DR copies

Prasanna Malaiyandi:

that these vendors are making aren't for your purposes, I, I don't know what will.

Prasanna Malaiyandi:

Yeah, and these are large companies, right?

Prasanna Malaiyandi:

It's not like a mom and pop cloud vendor, right?

Prasanna Malaiyandi:

Doing something or a SaaS application.

Prasanna Malaiyandi:

W. Curtis Preston: Yeah.

Prasanna Malaiyandi:

Going alongside that, so we're saying don't trust

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the cloud vendor to do your backup.

Prasanna Malaiyandi:

Right.

Prasanna Malaiyandi:

And instead you really should be using a third party backup service.

Prasanna Malaiyandi:

If we looked at some of the cases like Deduce where academics, people

Prasanna Malaiyandi:

in academics and research, they lost.

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Studies, right?

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Because, uh, DDU went down or they lost some data, and if they had simply done

Prasanna Malaiyandi:

a backup or even simply exported their data, right, they would've been fine.

Prasanna Malaiyandi:

They wouldn't have had an issue, but they didn't because there wasn't part

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of the service, there wasn't anything that could easily back that up.

Prasanna Malaiyandi:

And so people lost data.

Prasanna Malaiyandi:

W. Curtis Preston: Yeah, exactly.

Prasanna Malaiyandi:

I mean the, the Deduce story, uh, the Rackspace story, where it would've been

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probably much easier for companies when they, when Rackspace went down and then

Prasanna Malaiyandi:

they immediately migrated everybody over to, to 365 would've been much easier

Prasanna Malaiyandi:

for them to recover from that situation, uh, if they had their own backup.

Prasanna Malaiyandi:

Um, and, and of course the OVH disaster where, uh, you know, the, they, so both

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in the case of OVH and um, deduce, we know that backup was something that

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they advertised as part of the service.

Prasanna Malaiyandi:

By the way, specifically in Deduce, you looked, if you look at their

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website from back then, it says they're doing nightly backups.

Prasanna Malaiyandi:

And, and we now know that we don't know exactly how or why, but the closest

Prasanna Malaiyandi:

available backup was o was a month out and the one that was, and, and there

Prasanna Malaiyandi:

was something a little funky with it.

Prasanna Malaiyandi:

So they actually went two months out.

Prasanna Malaiyandi:

Um, what, how, how is that a nightly backup?

Prasanna Malaiyandi:

Right, right.

Prasanna Malaiyandi:

So I, I guess what you're saying is, or what I'm saying is that when.

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Bad things happen and bad things happen.

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Admins do wrong things.

Prasanna Malaiyandi:

Software engineers do wrong things.

Prasanna Malaiyandi:

When you're trusting a single vendor to do both your IT and your backups

Prasanna Malaiyandi:

of your it, if they turn out to be incompetent, they're probably also

Prasanna Malaiyandi:

incompetent in your backup, right?

Prasanna Malaiyandi:

And so this isn't, because both of us used to work for a cloud backup vendor, right?

Prasanna Malaiyandi:

This isn't us trying to, you know, get money for our firm employer.

Prasanna Malaiyandi:

Uh, this is just common sense man.

Prasanna Malaiyandi:

Yeah, and I would also say for those companies where

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they are focused on both your primary IT application as well as the backup,

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typically they're not going to put all the money, all the effort in the backup side

Prasanna Malaiyandi:

because their main goal is to sell and add new features to the primary application.

Prasanna Malaiyandi:

And so usually you end up with something that's either half baked, not up

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to date, doesn't support all your various scenarios, that someone who is

Prasanna Malaiyandi:

specialized in backup is thinking about.

Prasanna Malaiyandi:

W. Curtis Preston: Yeah, all those things there.

Prasanna Malaiyandi:

Yeah.

Prasanna Malaiyandi:

There are gonna be lots of important features, both from a security standpoint,

Prasanna Malaiyandi:

a recovery standpoint, all of that, that are going to be useful to you if

Prasanna Malaiyandi:

you ever actually need to do a restore.

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In the case of any of the events that happened to the people

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in our, in the stories that we covered in the last, what was it?

Prasanna Malaiyandi:

Like eight weeks, something like that.

Prasanna Malaiyandi:

Uh, what we got next.

Prasanna Malaiyandi:

So, I think you did touch on this a bit earlier,

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but be careful when someone sells you a feature and tells you it's

Prasanna Malaiyandi:

backup, but it's not backup.

Prasanna Malaiyandi:

W. Curtis Preston: Yeah.

Prasanna Malaiyandi:

Yeah, so this one's interesting because, and I, it sounds like

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we pick on Microsoft a lot.

Prasanna Malaiyandi:

I, it's not Microsoft.

Prasanna Malaiyandi:

My issue is not Microsoft.

Prasanna Malaiyandi:

It's the people that seem to, that seem to, like.

Prasanna Malaiyandi:

In the case of Microsoft 365, you will not see the documentation referring

Prasanna Malaiyandi:

to retention policies as backup.

Prasanna Malaiyandi:

You won't see it.

Prasanna Malaiyandi:

Retention policies are an e-discovery feature.

Prasanna Malaiyandi:

E discovery and archive have nothing to do with backup, right?

Prasanna Malaiyandi:

They behave completely differently in terms of the way they save

Prasanna Malaiyandi:

data, the way they pull out data.

Prasanna Malaiyandi:

Um, and if you, if you don't understand what I'm saying, you

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don't believe what I'm saying, go and try to restore a mailbox.

Prasanna Malaiyandi:

Using 365 retention policies, please go try that.

Prasanna Malaiyandi:

Um, the, um,

Prasanna Malaiyandi:

tell us if it could turn out to be a plausible point

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in time that that mailbox looked like

Prasanna Malaiyandi:

W. Curtis Preston: doesn't do it.

Prasanna Malaiyandi:

Yeah.

Prasanna Malaiyandi:

W. Curtis Preston: It.

Prasanna Malaiyandi:

It's all about retention policies and the associated E-discovery feature

Prasanna Malaiyandi:

is all about how to get all email that ever went into or came out

Prasanna Malaiyandi:

of that box over a period of time.

Prasanna Malaiyandi:

It is not designed to restore your mailbox to the way it looked yesterday.

Prasanna Malaiyandi:

Right.

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Doesn't restore folders.

Prasanna Malaiyandi:

It doesn't restore all kinds of stuff, and it doesn't know how.

Prasanna Malaiyandi:

It, again, just you, you gotta, maybe you have to experience it to truly

Prasanna Malaiyandi:

understand this, and that is that it doesn't know how to make your mailbox

Prasanna Malaiyandi:

look the way it looked yesterday.

Prasanna Malaiyandi:

It doesn't understand that concept.

Prasanna Malaiyandi:

That is a backup and restore concept.

Prasanna Malaiyandi:

Right?

Prasanna Malaiyandi:

And so that's, that's

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Not an archive and retrieval.

Prasanna Malaiyandi:

W. Curtis Preston: Yeah, it's about arch archive and retrieval.

Prasanna Malaiyandi:

Right?

Prasanna Malaiyandi:

Which, if you don't know what we're talking about, there's a whole

Prasanna Malaiyandi:

episode that we talk about why arch archive and backup are different.

Prasanna Malaiyandi:

Go, go check that out.

Prasanna Malaiyandi:

Uh, put a link in the show notes.

Prasanna Malaiyandi:

But the, but the other reason with 365 is when we look at that story of KPMG if

Prasanna Malaiyandi:

you, if you have a backup software, um.

Prasanna Malaiyandi:

Let's say, you know, pick your favorite backup software.

Prasanna Malaiyandi:

If you configure it really, really, really, really wrong, like just the

Prasanna Malaiyandi:

worst backup configuration ever.

Prasanna Malaiyandi:

You know what it doesn't do,

Prasanna Malaiyandi:

Blow away your production.

Prasanna Malaiyandi:

W. Curtis Preston: it doesn't blow away your production.

Prasanna Malaiyandi:

Which is another key difference between Microsoft retention

Prasanna Malaiyandi:

policies and backup, because that's what happened in the KPMG story.

Prasanna Malaiyandi:

you almost want a separation of duties, right?

Prasanna Malaiyandi:

That's the roles and responsibilities.

Prasanna Malaiyandi:

It's like no different than a cloud provider and the customers who are

Prasanna Malaiyandi:

on top of the cloud provider, right?

Prasanna Malaiyandi:

Each person has their own responsibilities and their roles and what they do

Prasanna Malaiyandi:

and what is provided, and it's all clearly articulated in contracts.

Prasanna Malaiyandi:

W. Curtis Preston: Yeah, retention policies.

Prasanna Malaiyandi:

When this person went to go do what they wanted to do, which was just delete one

Prasanna Malaiyandi:

person's chat, it's like, if I get this right, I will delete one person's chat

Prasanna Malaiyandi:

and I will have a really, uh, poor.

Prasanna Malaiyandi:

Facsimile of backup that is really lousy at Restore.

Prasanna Malaiyandi:

That's the best case scenario.

Prasanna Malaiyandi:

If I get it wrong, I'm gonna delete the personal chat

Prasanna Malaiyandi:

history of 145,000 employees.

Prasanna Malaiyandi:

It could, by the way, it could have been worse.

Prasanna Malaiyandi:

It could have been worse because.

Prasanna Malaiyandi:

Retention policies when you're in them, when you, when you first open them.

Prasanna Malaiyandi:

The, by the way, retention policy, the manual is 25 pages, right?

Prasanna Malaiyandi:

But you can go in there and you can go for all services, right?

Prasanna Malaiyandi:

Meaning

Prasanna Malaiyandi:

Prasanna Malaiyandi: It's not just for chat.

Prasanna Malaiyandi:

Yeah.

Prasanna Malaiyandi:

W. Curtis Preston: for all services.

Prasanna Malaiyandi:

Please set retention to one copy.

Prasanna Malaiyandi:

So,

Prasanna Malaiyandi:

W. Curtis Preston: copy.

Prasanna Malaiyandi:

Literally in a, in a few mouse clicks, you can blow away your entire 365 environment.

Prasanna Malaiyandi:

could you imagine if that had happened?

Prasanna Malaiyandi:

And KPMG, which is a huge company, loses everything.

Prasanna Malaiyandi:

W. Curtis Preston: Yeah.

Prasanna Malaiyandi:

I mean, it's bad enough that what they lost.

Prasanna Malaiyandi:

People are like, oh, it's just chat.

Prasanna Malaiyandi:

Well, chat is often quite valuable.

Prasanna Malaiyandi:

Yeah,

Prasanna Malaiyandi:

Clearly you've never lived in a company that used chat.

Prasanna Malaiyandi:

Uh,

Prasanna Malaiyandi:

Prasanna Malaiyandi: don't use smoke signals.

Prasanna Malaiyandi:

W. Curtis Preston: what's that?

Prasanna Malaiyandi:

They don't use smoke signals

Prasanna Malaiyandi:

W. Curtis Preston: Yeah, it reminds me, it reminds me there was a company.

Prasanna Malaiyandi:

It was, I'm pretty sure this was a Xerox commercial years ago.

Prasanna Malaiyandi:

And it was like, does Xero, is your, is this, describe your company, like

Prasanna Malaiyandi:

if your copier goes down, do people say it's okay, we'll use carbon paper.

Prasanna Malaiyandi:

Do you remember that?

Prasanna Malaiyandi:

That was

Prasanna Malaiyandi:

a, that was a, that was a long time ago.

Prasanna Malaiyandi:

Um, so what's our next lesson?

Prasanna Malaiyandi:

So going alongside what you talked about with Microsoft

Prasanna Malaiyandi:

365 and retention policies is, that's like a specific case for Microsoft.

Prasanna Malaiyandi:

But also cloud providers in general.

Prasanna Malaiyandi:

How about their designs are just awful.

Prasanna Malaiyandi:

Like, I think that's actually being too kind to say awful,

Prasanna Malaiyandi:

W. Curtis Preston: Yeah.

Prasanna Malaiyandi:

right?

Prasanna Malaiyandi:

I think it's just downright pathetic.

Prasanna Malaiyandi:

Uh, one of the ones that comes to mind is OVH.

Prasanna Malaiyandi:

W. Curtis Preston: Right,

Prasanna Malaiyandi:

know I hate picking on OVH 'cause we always

Prasanna Malaiyandi:

pick on OVH, but I'm picking on OVH.

Prasanna Malaiyandi:

Right?

Prasanna Malaiyandi:

And it's really around the fact that they offered a backup service and

Prasanna Malaiyandi:

they basically had the backup server in the same data center, like just a

Prasanna Malaiyandi:

couple rows down in a separate rack.

Prasanna Malaiyandi:

And so when they had a fire that damaged both production and their backup data.

Prasanna Malaiyandi:

W. Curtis Preston: Yeah, I mean, I mean, that's bad.

Prasanna Malaiyandi:

Uh, I, I don't knows some equally bad, similarly bad.

Prasanna Malaiyandi:

Um, when I think about the fact, you know, if we go back in time, there was a time

Prasanna Malaiyandi:

when Carbonite was everywhere, right?

Prasanna Malaiyandi:

There were advertise.

Prasanna Malaiyandi:

You would think that Carbonite was the single biggest

Prasanna Malaiyandi:

backup vendor on the planet.

Prasanna Malaiyandi:

And they were storing customer backup data on raid five arrays.

Prasanna Malaiyandi:

Right.

Prasanna Malaiyandi:

I'm gonna say pro prosumer quality raid five arrays with, with no

Prasanna Malaiyandi:

dual parity, you know, um, nothing.

Prasanna Malaiyandi:

And then they, you know, and it was really just a matter of time before

Prasanna Malaiyandi:

what happened to them happened.

Prasanna Malaiyandi:

Right.

Prasanna Malaiyandi:

Um, you know, they had a double disc failure and Right.

Prasanna Malaiyandi:

You know, there was that one.

Prasanna Malaiyandi:

And then, you know, we have the other one.

Prasanna Malaiyandi:

Of, um, you know, code spaces where they stored their backup in the same

Prasanna Malaiyandi:

place that they stored production.

Prasanna Malaiyandi:

We already talked about that with the 3, 2, 1 rule.

Prasanna Malaiyandi:

Yeah, and I think the other one there to also talk about is.

Prasanna Malaiyandi:

And I don't know if it's really poor design or just not understanding

Prasanna Malaiyandi:

backup and backup requirements is, I would actually say Rackspace,

Prasanna Malaiyandi:

right?

Prasanna Malaiyandi:

They had a hosted exchange offering, which is great, but they didn't

Prasanna Malaiyandi:

really have a backup solution.

Prasanna Malaiyandi:

They had never tested it out.

Prasanna Malaiyandi:

They were sort of trying things on the fly after they ran into issues.

Prasanna Malaiyandi:

W. Curtis Preston: Yeah, the part of that story that was the worst was

Prasanna Malaiyandi:

it's like, okay, we've been working on this for a couple weeks now.

Prasanna Malaiyandi:

We think we have a good plan for what, you know, for how

Prasanna Malaiyandi:

we're gonna get your data back.

Prasanna Malaiyandi:

Uh, you know, and then like a little bit more time passes and it's like,

Prasanna Malaiyandi:

oh, we've now tested the plan.

Prasanna Malaiyandi:

It works.

Prasanna Malaiyandi:

Now we need to go do the plan.

Prasanna Malaiyandi:

Like weeks are going by, so you're like, okay, so what you're telling us

Prasanna Malaiyandi:

is you're just making this up as you go along, that you never tested this before.

Prasanna Malaiyandi:

Uh, yeah, not, not good.

Prasanna Malaiyandi:

Um, the, um, uh, this next one here is that if your cloud vendor is

Prasanna Malaiyandi:

the low cost leader, it will show.

Prasanna Malaiyandi:

This was the case of OVH.

Prasanna Malaiyandi:

They were well acknowledged to be the low cost leader in that space, and it means

Prasanna Malaiyandi:

that they cut corners in a lot of areas.

Prasanna Malaiyandi:

They cut corners in terms of firefighting.

Prasanna Malaiyandi:

They cut corners in terms of not segregating the backup

Prasanna Malaiyandi:

data, all of that stuff,

Prasanna Malaiyandi:

Yeah.

Prasanna Malaiyandi:

I don't think there's anything wrong with being a low cost offering, as

Prasanna Malaiyandi:

long as people understand that and the expectations are there, right?

Prasanna Malaiyandi:

You get what you paid for, right?

Prasanna Malaiyandi:

Not everyone can afford the Ferrari they may buy, right?

Prasanna Malaiyandi:

People go buy the Geo Metro, right?

Prasanna Malaiyandi:

Way back in the day, so.

Prasanna Malaiyandi:

There are offerings for different people, and that totally makes sense.

Prasanna Malaiyandi:

But I think what becomes a challenge is when you're not transparent

Prasanna Malaiyandi:

about what people are getting or you set expectations incorrectly and

Prasanna Malaiyandi:

misrepresent what they are getting.

Prasanna Malaiyandi:

W. Curtis Preston: Yeah, agreed.

Prasanna Malaiyandi:

Um, and there are, and well, and, and again, if you're using a low cost

Prasanna Malaiyandi:

provider, we go back to rule number one.

Prasanna Malaiyandi:

Make sure that you're, make sure that you're backing up the data somewhere else.

Prasanna Malaiyandi:

I mean, you should do it like no matter what your provider is, but definitely if

Prasanna Malaiyandi:

you're doing a low cost provider, right.

Prasanna Malaiyandi:

Um, make sure that you, you know, because they're gonna, they're

Prasanna Malaiyandi:

gonna, they're gonna cut corners.

Prasanna Malaiyandi:

So the final one, uh, in our lessons learned is.

Prasanna Malaiyandi:

SSDs aren't perfect.

Prasanna Malaiyandi:

And I know Curtis, we've talked, I think we've had multiple episodes about this.

Prasanna Malaiyandi:

In fact, at home when, uh, I was looking for a new sort of, not really backup

Prasanna Malaiyandi:

drive, but just extra storage and debating between SSD or just getting spinning

Prasanna Malaiyandi:

disc, and I know chatting with you, I was like, yeah, we should probably get SS or.

Prasanna Malaiyandi:

Probably you should get a disc drive because we're not using the data often

Prasanna Malaiyandi:

and just the issues that we've seen around SSDs, if you're not using it all the time,

Prasanna Malaiyandi:

the data isn't guaranteed to be there.

Prasanna Malaiyandi:

And, uh.

Prasanna Malaiyandi:

This is one of those things where, uh, one of my favorite YouTube channels that

Prasanna Malaiyandi:

I watch all the time, life Uncontained, they lost a bunch of data on SSDs

Prasanna Malaiyandi:

and people think they're bulletproof.

Prasanna Malaiyandi:

Yes, there's less mechanical spinning parts versus traditional hard drives,

Prasanna Malaiyandi:

but they could still lose data.

Prasanna Malaiyandi:

W. Curtis Preston: Yeah, I, I think we could say that they, they probably

Prasanna Malaiyandi:

are more reliable than hard drives, especially if you're moving them around.

Prasanna Malaiyandi:

Right.

Prasanna Malaiyandi:

Um, you know, which is the case in your, obviously in your mobile

Prasanna Malaiyandi:

device or any sort of camera in the field, but they are not infallible

Prasanna Malaiyandi:

and there are some specific.

Prasanna Malaiyandi:

Um, ways that they behave that are unique to them.

Prasanna Malaiyandi:

Some u you know, some unique problems to SSDs.

Prasanna Malaiyandi:

One of them, you know, you alluded to there, is that it does require, um, you

Prasanna Malaiyandi:

know, a, a power to ensure that all of the voltages are there and over time.

Prasanna Malaiyandi:

If you're not using a given, um, SSD drive, those voltages can drop

Prasanna Malaiyandi:

and you can just lose data there.

Prasanna Malaiyandi:

There, um, I, I think we're, I think based on, we got a really good

Prasanna Malaiyandi:

message from one of our listeners, and I want to thank them for that.

Prasanna Malaiyandi:

Uh, I, I wanna do some more research and talk to somebody

Prasanna Malaiyandi:

who is a specialist in this area.

Prasanna Malaiyandi:

It's not my area of expertise.

Prasanna Malaiyandi:

I don't think it's yours either.

Prasanna Malaiyandi:

Uh, but, but the short version is.

Prasanna Malaiyandi:

That while SSDs and, and various other, you know, not just SSDs, but,

Prasanna Malaiyandi:

but, but solid state devices, uh, of every kind that, while they, I

Prasanna Malaiyandi:

think they are more reliable than the, uh, a standard hard drive,

Prasanna Malaiyandi:

especially if you're moving it around.

Prasanna Malaiyandi:

So they're great for laptops.

Prasanna Malaiyandi:

Uh, they are not infallible and they still need to be backed up.

Prasanna Malaiyandi:

Which brings us back to Rule zero.

Prasanna Malaiyandi:

And what's that

Prasanna Malaiyandi:

if it's important.

Prasanna Malaiyandi:

Back it up.

Prasanna Malaiyandi:

W. Curtis Preston: exactly?

Prasanna Malaiyandi:

So the cloud isn't perfect.

Prasanna Malaiyandi:

SSDs aren't perfect.

Prasanna Malaiyandi:

Uh, software engineers aren't perfect.

Prasanna Malaiyandi:

Admins aren't perfect.

Prasanna Malaiyandi:

All of these are why we back up and, um,

Prasanna Malaiyandi:

Don't forget malicious users are out there.

Prasanna Malaiyandi:

W. Curtis Preston: Of course malicious users, malicious

Prasanna Malaiyandi:

and, bad actors in general.

Prasanna Malaiyandi:

Right.

Prasanna Malaiyandi:

So, you know, like, like, uh, cyber attacks.

Prasanna Malaiyandi:

Only a few of the incidents that we covered were, were cyber attacks.

Prasanna Malaiyandi:

The rest were, uh, mistakes.

Prasanna Malaiyandi:

Um, there was a fire, trying to think what else, but generally it was just mistakes.

Prasanna Malaiyandi:

This is why we make backups.

Prasanna Malaiyandi:

Yeah.

Prasanna Malaiyandi:

and and I think it's also, and I think the other important thing.

Prasanna Malaiyandi:

Like these are just cases we found, right?

Prasanna Malaiyandi:

There are probably hundreds out there that aren't publicized, right?

Prasanna Malaiyandi:

The company's either gone out of business or no one noticed, right, that

Prasanna Malaiyandi:

their data was missing or other things.

Prasanna Malaiyandi:

These are just things that we have been able to find and at least some information

Prasanna Malaiyandi:

to be able to report out to our listeners on, Hey, here's what we see going on.

Prasanna Malaiyandi:

W. Curtis Preston: Exactly.

Prasanna Malaiyandi:

Well, this has been fun.

Prasanna Malaiyandi:

I hope that our, um, you know, listeners have enjoyed it as much as you and

Prasanna Malaiyandi:

I have enjoyed making the series.

Prasanna Malaiyandi:

Yeah.

Prasanna Malaiyandi:

Yeah.

Prasanna Malaiyandi:

No, this has been great, Curtis.

Prasanna Malaiyandi:

Thank you for suggesting this.

Prasanna Malaiyandi:

W. Curtis Preston: All right, well, uh, thanks to our listeners

Prasanna Malaiyandi:

and, uh, be sure to subscribe so that you don't miss an episode.

Prasanna Malaiyandi:

That is a wrap

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