Help Guru - letter reply to disciplinary action

Guru,

I and my deputy (Ms Sarsoti) have been asked to justify individually why we could not take a full System backup. Logically we are right but have to give reasons. I am doing it separately. She is also replying it herself.

I have drafted my part – please see below. I would be very grateful if you could do some necessary corrections. I am happy to add or deletion of the text. Many thanks.

Regards, MK

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Dear <boss>

Thank you very much for your email.

I feel very sad to know about disciplinary action taken against me despite my hardwork for the office I did when the system was crashed. I would like to give some clarification on this issue.

Last Sunday, Ms Sarsoti phoned me at around 11:30 AM and requested me to come to office for fixing the computer problem and replacing a new hard drive as Mr Anil (Deputy Head – also technical person) needs to go outside for his urgent work. I reached office at around 1 PM and started to solve the problem with great help from HQ Helpdesk. It was over 11 PM when the problem was resolved. We stayed late over 10 hours as office opens from next day. Because we wanted to the IT system should be up & running so that when users come in the morning, they can logon and carry on their work. Mr Anil had been updated the work we did on next day (Monday) morning.

Some systems are still not working due to lack of some system files but we have requested helpdesk to send them in a tape cartridge. These were not backuped any of the tapes (daily, weekly, monthly, bi-monthly) we have in the office. Once it arrives, other system will also be available.

As part of our duties, we follow “System Administration Guide Version 11” for monthly Full System backup. According to it, for the System backup for office there is no need to backup the D: drive as this is done at daily backup. However, we should backup it for HQ Helpdesk. Every two months copy of the System backup tapes have to be sent there.

Hence, we have been adding the System backup on the daily backup tape as it was (according to guidance) included the d: drive and despatching the tapes at the HQ Helpdesk on regular basis.

Since I joined, we have sent 5 times bi-monthly backup tapes to Helpdesk. If we were wrong, they should have informed and advised us what we supposed to do. We have not yet received any information about it from the Helpdesk. This means what we did was right.

For your information we recently did the full System backup with including the d: drive as we know some systems were missing on any daily, weekly backup tapes. We will continue this work in future when doing the bi-monthly full System backup.

Hope this is sufficient to justify and make clear to you that it was not our fault. I would be grateful if you could re-consider of taking the decision of disciplinary action against me. Thank you.

Regards,