Runbook creation

Runbook Creation

Create effective operational runbooks, standard operating procedures, and troubleshooting guides that any on-call engineer can follow under pressure.

Runbook Template — Full Structure

# Runbook: [Service / Process Name]

**Owner:** [Team or individual]
**Last Reviewed:** YYYY-MM-DD
**Version:** X.Y
**Severity if unavailable:** SEV[1-4]

---

## Overview

Brief description of the service, why this runbook exists, and when to
use it.

## Prerequisites

- [ ] Required access / IAM role: [details]
- [ ] Tools installed: [kubectl, aws-cli, psql, etc.]
- [ ] VPN connected to [environment]
- [ ] Communication channel open: [Slack #channel]

## Procedure

### Step 1 — [Action Name]

[Explanation of what this step does and why.]

```bash
# command here
```

**Expected output:** [describe what success looks like]

### Step 2 — [Action Name]

```bash
# command here
```

**Expected output:** [description]

*(Continue with numbered steps...)*

## Verification

How to confirm the procedure succeeded:

- [ ] [Check 1 — e.g., health endpoint returns 200]
- [ ] [Check 2 — e.g., no errors in logs for 5 minutes]
- [ ] [Check 3 — e.g., metrics return to baseline]

## Rollback

If the procedure fails or causes unexpected issues:

### Rollback Step 1
```bash
# rollback command
```

### Rollback Step 2
```bash
# rollback command
```

## Troubleshooting

| Symptom | Likely Cause | Resolution |
|---------|-------------|------------|
| [symptom 1] | [cause] | [fix] |
| [symptom 2] | [cause] | [fix] |

## Escalation

If unresolved after [X] minutes:
- **Primary:** @[team-lead] — [phone/Slack]
- **Secondary:** @[manager] — [phone/Slack]

## Related Runbooks

- [Link to related runbook 1]
- [Link to related runbook 2]

## Change Log

| Date | Author | Change |
|------|--------|--------|
| YYYY-MM-DD | [Name] | Initial version |

Example Runbook — Database Failover

# Runbook: PostgreSQL Database Failover

**Owner:** Platform / DBA team
**Last Reviewed:** 2025-06-15
**Version:** 2.1
**Severity if unavailable:** SEV1

---

## Overview

Failover the primary PostgreSQL instance to the synchronous replica when
the primary is unreachable or degraded. This runbook covers both planned
(maintenance) and unplanned (emergency) failover.

## Prerequisites

- [ ] DBA or SRE-level access to primary and replica hosts
- [ ] `psql` client installed (v14+)
- [ ] VPN connected to production network
- [ ] Slack channel #db-ops open
- [ ] Confirm replica is in sync: replication lag < 1 MB

## Procedure

### Step 1 — Verify Replica Health

```bash
psql -h replica.db.internal -U dba -d postgres -c \
  "SELECT pg_is_in_recovery(), pg_last_wal_replay_lsn();"
```

**Expected output:** `pg_is_in_recovery = t`, LSN advancing.

### Step 2 — Stop Application Writes

```bash
kubectl scale deployment api-server --replicas=0 -n production
kubectl scale deployment worker --replicas=0 -n production
```

**Expected output:** Deployments scaled to 0 pods.

### Step 3 — Confirm Write Quiesce

```bash
psql -h primary.db.internal -U dba -d postgres -c \
  "SELECT count(*) FROM pg_stat_activity WHERE state = 'active' AND query !~ 'pg_stat';"
```

**Expected output:** Count = 0 (no active queries).

### Step 4 — Promote Replica

```bash
psql -h replica.db.internal -U dba -d postgres -c "SELECT pg_promote();"
```

Wait up to 30 seconds, then confirm:

```bash
psql -h replica.db.internal -U dba -d postgres -c "SELECT pg_is_in_recovery();"
```

**Expected output:** `pg_is_in_recovery = f` (no longer a replica).

### Step 5 — Update DNS

```bash
aws route53 change-resource-record-sets \
  --hosted-zone-id Z1234567890 \
  --change-batch '{
    "Changes": [{
      "Action": "UPSERT",
      "ResourceRecordSet": {
        "Name": "db.internal.example.com",
        "Type": "CNAME",
        "TTL": 60,
        "ResourceRecords": [{"Value": "replica.db.internal"}]
      }
    }]
  }'
```

### Step 6 — Restart Application

```bash
kubectl scale deployment api-server --replicas=6 -n production
kubectl scale deployment worker --replicas=4 -n production
```

## Verification

- [ ] `psql -h db.internal.example.com -c "SELECT 1;"` returns successfully
- [ ] Application logs show successful DB connections (no errors for 5 min)
- [ ] Transaction throughput returns to baseline on Grafana dashboard
- [ ] No replication-lag alerts firing

## Rollback

If the promoted replica has issues, restore from the most recent backup:

```bash
# Restore latest automated snapshot (RDS example)
aws rds restore-db-instance-from-db-snapshot \
  --db-instance-identifier prod-db-restored \
  --db-snapshot-identifier prod-db-latest-snapshot
```

## Escalation

If unresolved after 15 minutes:
- **Primary:** @dba-lead — +1-555-0101
- **Secondary:** @platform-oncall — +1-555-0102

Automation Scripts for Common Operations

Service Health Check

#!/usr/bin/env bash
# health-check.sh — Check health of critical services
set -euo pipefail

SERVICES=(
  "https://api.example.com/healthz"
  "https://app.example.com/healthz"
  "https://admin.example.com/healthz"
)

EXIT_CODE=0

for url in "${SERVICES[@]}"; do
  HTTP_CODE=$(curl -so /dev/null -w '%{http_code}' --max-time 5 "$url" 2>/dev/null || echo "000")
  if [ "$HTTP_CODE" -eq 200 ]; then
    printf "  OK    %s\n" "$url"
  else
    printf "  FAIL  %s (HTTP %s)\n" "$url" "$HTTP_CODE"
    EXIT_CODE=1
  fi
done

exit $EXIT_CODE

Log Collection for Incident Investigation

#!/usr/bin/env bash
# collect-logs.sh — Gather logs from multiple sources for incident review
set -euo pipefail

INCIDENT_ID="${1:?Usage: collect-logs.sh <incident-id>}"
OUTDIR="/tmp/incident-${INCIDENT_ID}"
mkdir -p "$OUTDIR"

echo "Collecting logs for incident $INCIDENT_ID..."

# Kubernetes pod logs (last 30 min)
kubectl logs -l app=api-server -n production --since=30m \
  > "${OUTDIR}/api-server-pods.log" 2>&1

# CloudWatch Logs (last 30 min)
aws logs filter-log-events \
  --log-group-name /ecs/production/api \
  --start-time "$(date -d '30 minutes ago' +%s)000" \
  --output text > "${OUTDIR}/cloudwatch-api.log" 2>&1

# Database slow query log
psql -h db.internal -U dba -d postgres -c \
  "SELECT * FROM pg_stat_activity WHERE state != 'idle' ORDER BY query_start;" \
  > "${OUTDIR}/db-active-queries.log" 2>&1

# System resource snapshot
kubectl top pods -n production > "${OUTDIR}/pod-resources.log" 2>&1

echo "Logs saved to $OUTDIR"
tar czf "${OUTDIR}.tar.gz" -C /tmp "incident-${INCIDENT_ID}"
echo "Archive: ${OUTDIR}.tar.gz"

Certificate Expiry Check

#!/usr/bin/env bash
# cert-check.sh — Warn if TLS certificates expire within 30 days
set -euo pipefail

DOMAINS=(
  "api.example.com"
  "app.example.com"
  "admin.example.com"
)

WARN_DAYS=30
TODAY=$(date +%s)
EXIT_CODE=0

for domain in "${DOMAINS[@]}"; do
  EXPIRY=$(echo | openssl s_client -servername "$domain" -connect "${domain}:443" 2>/dev/null \
    | openssl x509 -noout -enddate 2>/dev/null | cut -d= -f2)
  EXPIRY_EPOCH=$(date -d "$EXPIRY" +%s 2>/dev/null || echo 0)
  DAYS_LEFT=$(( (EXPIRY_EPOCH - TODAY) / 86400 ))

  if [ "$DAYS_LEFT" -lt "$WARN_DAYS" ]; then
    printf "  WARN  %s expires in %d days (%s)\n" "$domain" "$DAYS_LEFT" "$EXPIRY"
    EXIT_CODE=1
  else
    printf "  OK    %s — %d days remaining\n" "$domain" "$DAYS_LEFT"
  fi
done

exit $EXIT_CODE

Disk Space Cleanup

#!/usr/bin/env bash
# disk-cleanup.sh — Free disk space on a host
set -euo pipefail

echo "=== Disk Usage Before ==="
df -h /

# Remove old journal logs (> 7 days)
journalctl --vacuum-time=7d 2>/dev/null || true

# Clean Docker artifacts
docker system prune -f --volumes 2>/dev/null || true

# Remove old log files
find /var/log -name "*.gz" -mtime +7 -delete 2>/dev/null || true
find /tmp -type f -mtime +3 -delete 2>/dev/null || true

echo "=== Disk Usage After ==="
df -h /

Runbook Review Checklist

Use this checklist every time a runbook is created or updated.

content_review:
  - [ ] Title clearly identifies the service and operation
  - [ ] Overview explains WHEN and WHY to use this runbook
  - [ ] Prerequisites list all required access, tools, and setup
  - [ ] Every step has a concrete command (no vague instructions)
  - [ ] Expected output is documented for each step
  - [ ] Verification section confirms success with specific checks
  - [ ] Rollback section exists and has been tested
  - [ ] Escalation contacts are current (names, phones, Slack handles)
  - [ ] Troubleshooting table covers the top 3-5 known failure modes

usability_review:
  - [ ] A new team member can follow the runbook without tribal knowledge
  - [ ] Steps are numbered and sequential (no branching without clear labels)
  - [ ] Commands can be copy-pasted (no placeholder values without explanation)
  - [ ] Time estimates included for long-running steps
  - [ ] No jargon or acronyms used without definition

maintenance_review:
  - [ ] Owner and last-reviewed date are set
  - [ ] Version number incremented
  - [ ] Change log entry added
  - [ ] Related runbooks section is up to date
  - [ ] Links to dashboards and docs are valid (not broken)

Runbook Testing Procedures

testing_strategy:
  dry_run:
    frequency: "Every time a runbook is created or substantially edited"
    method: "Walk through each step in a staging environment"
    goal: "Verify commands work and output matches documentation"

  peer_review:
    frequency: "Every edit"
    method: "Another engineer follows the runbook in staging without help"
    goal: "Confirm the runbook is self-contained and unambiguous"

  scheduled_validation:
    frequency: "Quarterly"
    method: "SRE team picks 5 runbooks at random, executes in staging"
    goal: "Catch runbooks that have drifted from production reality"

  incident_triggered:
    trigger: "Any time a runbook is used in a real incident"
    method: "Post-mortem includes runbook accuracy assessment"
    goal: "Capture improvements while the experience is fresh"

  automation_testing:
    method: "CI pipeline validates bash scripts with shellcheck and dry-run"
    example: |
      # .github/workflows/runbook-lint.yml
      name: Lint Runbook Scripts
      on: [pull_request]
      jobs:
        shellcheck:
          runs-on: ubuntu-latest
          steps:
            - uses: actions/checkout@v4
            - name: ShellCheck
              run: |
                find runbooks/ -name "*.sh" -exec shellcheck {} +

Versioning Strategy

versioning:
  storage: "Git repository — one directory per service, one file per runbook"
  naming: "runbooks/<service>/<operation>.md"
  branching: "PRs required for all changes; reviewed by service owner"

  version_scheme:
    format: "MAJOR.MINOR"
    major_bump: "Procedure changes that alter the steps or their order"
    minor_bump: "Clarifications, typo fixes, updated contact info"

  directory_layout: |
    runbooks/
      api-server/
        deploy.md
        rollback.md
        scale-up.md
      database/
        failover.md
        backup-restore.md
        vacuum-maintenance.md
      infrastructure/
        dns-update.md
        certificate-renewal.md
        disk-cleanup.md

  review_requirements:
    - PR must be approved by the service owner
    - CI must pass (shellcheck for scripts, markdown lint)
    - Reviewer confirms they can follow the steps independently

  retention: "Git history serves as full audit trail — never delete old versions"

Runbook Index Template

Keep a top-level index so engineers can find the right runbook quickly.

# Runbook Index

| Service | Runbook | Severity | Owner | Last Tested |
|---------|---------|----------|-------|-------------|
| API Server | [Deploy](api-server/deploy.md) | — | @platform | 2025-05-01 |
| API Server | [Rollback](api-server/rollback.md) | SEV1 | @platform | 2025-05-01 |
| Database | [Failover](database/failover.md) | SEV1 | @dba | 2025-04-15 |
| Database | [Backup Restore](database/backup-restore.md) | SEV2 | @dba | 2025-04-15 |
| Infra | [DNS Update](infrastructure/dns-update.md) | SEV2 | @sre | 2025-06-01 |
| Infra | [Cert Renewal](infrastructure/certificate-renewal.md) | SEV3 | @sre | 2025-06-01 |

Best Practices

• Write runbooks for the engineer at 3 AM — clear, sequential, copy-pasteable
• Include expected output so the operator knows if a step succeeded
• Always provide a rollback path; every action should be reversible
• Test runbooks in staging before they are needed in production
• Keep runbooks in version control alongside the code they support
• Assign an owner to every runbook; ownerless runbooks rot fast
• After every incident, update the relevant runbook with lessons learned
• Automate repetitive runbook steps into scripts, but keep the runbook as the orchestration guide so operators understand the "why"