We've been using OwnCloud (currently on 8.1.0) for the last year or so for our business (education related).
Our customers are provided a username/password and advised to install the client on their PCs. Once logged in they see their 'assignments' in their personal area and they work their way through the various documents/assignments.
Our OwnCloud server is hosted with DigitalOcean and we haven't had any major issues over the past year. When we do get a problem it's usually due to user error on the student's part, for example they might accidentally over-write one document with another. They then call us up saying they've lost their work and we will log into the front end as Admin and simply restore the latest version of the file/document... job done!
A few nights ago however, one of our students uploaded a number of very large files to their area. Each time they edited this file and subsequently saved it, it also saved a 'version' of the file to the server, as well as the 'live' version.
Unfortunately one of these saves took our Digital Ocean account right up to it's storage limit and prevented any other users from syncing. I also noticed that my OwnCloud toolbar icon was showing a red cross, it was also inaccessible via web browser.
I logged into DigitalOcean and managed to free up a large chunk of space by deleting one of our backups from months ago that was no longer needed. This bought us back within our storage limit, but the server was still inaccessible. I tried to reboot the droplet via the console, but it was frozen and wouldn't let me do anything (I couldn't even enter the username to log in, it was just unresponsive). I therefore had to 'hard' reboot the server.
The server rebooted and immediately the OwnCloud desktop client connected and the web browser could then access the server. All was great... or so I foolishly thought...
We quickly realised that any work/changes that had been made in the last 2-3 days had been lost completely. Documents that were worked on today (08.11.2016) had reverted back to 06.11.2016...
There was no way I could see (within my limited capabilities) to retrieve the lost work, luckily not many students had used the system in this time, but one or two of them had done work and lost it.
Now i really need to make sure that this doesn't happen again. It was obviously my own stupid fault for not having robust backup systems in place.
We have a 4TB physical server here in our office, what is the best way to back up our OwnCloud data on a nightly basis to this server? I have of course read the guides on the best way to backup the owncloud data folder and database, but because we use DigitalOcean as the host I'm not sure how to actually do this. Ideally I'd like to mirror our entire OwnClioud server onto our office server.
I did once have a backup system running on this server. I used SFTP NetDrive to map our DigitalOcean server as a Network drive on our office server. I then used a generic daily backup program to back up the mapped drive daily.
I very stupidly did not keep on top of this as it didn't seem to work very well...
I know I've been an idiot guys and I know this has been asked many times before, but I can't figure out the best way to do this. Would anyone be kind (and Heroic) enough to help me?
Any advice would be much appreciated, I am of course a beginner with Cloud Technology and OwnCloud.
Thanks in advance all, I'll hang my head in shame....