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School District Makes the Grade with Intelligent Data Management, Stays on Budget and Saves Several Hundred Thousand Dollars

The Business Challenge

It’s been more than a decade since the Great Recession began, but many states continue to fund their school districts less than before the crash. According to the Center on Budget and Policy Priorities, state funding in 29 states remains lower than in 2008.

District administrators are continually asked to do more with less. Their goal is optimal outcomes so most work with reputable companies that offer outstanding products and services at fair, predictable prices. Unfortunately, sometimes districts deal with unexpected supplier-created challenges that cause unnecessary stress and risk for their IT teams. One district struggled with an unexpected expense of nearly $2.5 million.

The district had chosen a well-respected company to design and install a backup solution to protect data. Data drives every process in a school district—from registration and enrollment to digital classrooms and individualized instruction. Safeguarding data is a top priority.

Unfortunately, the backup solution was based on a physical appliance with finite capacity that was licensed to the district by the terabyte. When it appeared the district needed a small, additional amount of storage, district administrators proactively approached the company to purchase another license. To their surprise, they were told they had been underpaying for backup storage for quite a while and were offered two very difficult options.

The first option was “rip and replace” with a new, appliance–based solution for $2.5 million because the original solution was not expandable. The second option was to keep the original solution, without any added capacity, but still pay a seven-figure catch- up fee for prior usage. Until then, annual maintenance had been $500,000.

The district contacted Recovery Point Systems, Inc., a nationwide provider of IT infrastructure and business resilience services. Recovery Point is one of Veeam’s most-valued partners.

“The district asked if they could back up their minimal extra terabytes to our cloud to avoid dealing with a very large, unbudgeted expense for expansion and maintenance,” said Marc Langer, Founder and President of Recovery Point. “Unfortunately, that wasn’t possible because their backup solution was proprietary and could only be expanded by buying more of the same vendor’s specific storage. The price for that was prohibitive.”

Recovery Point contacted Veeam and rapidly facilitated a comprehensive proofof- concept exercise to vet the Veeam technology against a myriad of physical and virtual server configuration in use by the school system. Upon completion of that exercise, Langer noted two more challenges. The district had to be fully protected, with no out-of-pocket expense in the current budget cycle—but how?

“Working with Veeam, we were able to structure the transaction to defer any new expense until the subsequent budget cycle,” Langer said. “The first 12 months of service were delivered on a cost-neutral basis. Second, by the time we figured out how to help we really had only about 30 days to implement a solution that would migrate more than 1,000 physical and virtual servers—500 terabytes—scattered across multiple schools and a data center to a new architecture before their old system potentially stopped working.”

The Veeam Solution

Veeam, Recovery Point and the school system’s IT team worked together around the clock to replace the district’s inflexible solution with an availability solution for intelligent data management. The solution was deployed on time, with no capital outlay, and it saved several hundred thousand dollars.

“The district wasn’t asking for something out of the ordinary,” Langer said. “They wanted to protect their data without breaking the bank.

Recovery Point provides backup as a Service (BaaS) for the school system to its cloud infrastructure, which is an operating expense (OpEx) rather than an upfront capital expense (CapEx). The ability for future growth is virtually unlimited and will take place at a firm, fixed price per terabyte, if it occurs. There will be no surprises about exceeding license limits or unexpected large capital outlays ever again. In many districts, a CapEx requires an extensive and lengthy approval process. Sometimes it requires a bond process, which means going back to taxpayers for more money. An OpEx requires none of the above.

Recovery Point and Veeam delivered an affordable, future-proof solution for availability and intelligent data management. It allows for limitless data growth at a fixed price that meets the district’s budgetary requirements.

“Veeam offers so much more flexibility than its competitors,” Langer said. “It’s storage-agnostic, protects every server (both virtual and physical), and it’s licensed per server. The district never has to worry about outgrowing storage. They can focus on their mission.”

The Results

  • Converts a CapEx into an OpEx and saves several hundred thousand dollars
    “We designed a pure OpEx solution that required zero CapEx funding,” Langer said. “The district paid nothing up front, which aligned with its budget, and saves several hundred thousand dollars over five years.”
  • Ensures the district’s data is safe and always available
    Data availability can make or break a school district. Recovery Point and Veeam keep data secure and available for non-stop business continuity.
  • Future-proofs the district for limitless growth and opportunity at competitive rates
    Recovery Point supports the most complex IT environments, and Veeam provides the most flexible availability solution for intelligent data management. Together Recovery Point and Veeam provide customized, affordable solutions so organizations can stay on budget and prosper.
  • About Recovery Point Systems, Inc.
    Recovery Point is a nationwide leader in cloud-based business resilience services. Serving commercial organizations ranging from the Fortune 500 to SMBs, as well as federal, state and local governments, Recovery Point delivers a comprehensive suite of IT resiliency and disaster recovery solutions for heterogeneous environments. Learn more at www.recoverypoint.com.
Recovery Point Systems, Inc.
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Company:

Funding has declined dramatically for many school districts in the United States during the last decade. They’re expected to maintain the same level of excellence, but with fewer funds. One large district faced an exorbitant, unexpected and unconscionable fee to protect its data, but funds weren’t available until the following year, putting data at risk.

Challenge:

Funding has declined dramatically for many school districts in the United States during the last decade. They’re expected to maintain the same level of excellence, but with fewer funds. One large district faced an exorbitant, unexpected and unconscionable fee to protect its data, but funds weren’t available until the following year, putting data at risk.

Results:

  • Converts a CapEx into an OpEx and saves several hundred thousand dollars
  • Ensures the district’s data is safe and always available
  • Future-proofs the district for limitless growth and opportunity at competitive rates
Recovery Point Systems, Inc.
Please rate how helpful this article was to you:
3.8 out of 5 based on 4 ratings
Thank you for helping us improve!
An error occurred during voting. Please try again later.