Database backups for ASP installations of SuccessWare21 are managed by the ASP. The information contained in this document does not apply to SuccessWare21 ASP Customers.
Backing up your data is a critical part of managing your computer systems. Computers are subject to hardware failures, theft, lighting strikes, viruses, and many other events that can cause data loss. This document outlines the basic procedures for backing up SuccessWare®21 LAN Installations. It does not give specific instructions for using the various backup software packages available. You are responsible for learning your backup software. This document will cover:
· Hardware/media recommendations
· Backup policies
· Specific SuccessWare®21 files to backup.
The important issue with hardware is to have what is called removable media. It is not sufficient to backup critical files to another hard drive on the network, since this does not give sufficient protection against such things as viruses, fires and floods. The backups should always be moved off site to a secure location. You have several options:
· Tape drives (preferred). These hold the most data and are good for backing up an entire hard drive. Have your computer technician review your system to determine the size of the tape you will need. We recommend using a tape system rather than a zip drive or CD, as the storage capacity is sufficient to allow for complete backups of system files.
· CD ROM. Using a read/write CD drive is acceptable, but the amount of data that fits on a disk is insufficient for complete system backups
· Zip Drives. Zip drives can also be used, but they have the same space limitations as CDs
Note: Since CD ROMs and
Zip drives do not have enough storage capacity to do complete system backups,
if you choose to use these devices, you are vulnerable to data loss for any
files that cannot fit on to the media.
Having removable media is of little value unless a backup policy is implemented and religiously followed. The procedure outlined here is just a typical way of implementing backups. It is also complete, i.e. it includes all of the basic procedures that a good backup policy should contain. If you do not follow this or a similar procedure, you are greatly increasing the risk of data loss. Consider the cost of lost business versus the time to do proper backups before you decide that a robust backup policy is not appropriate.
There are two basic types of backups, incremental and full backups. Full backups archive the all of the files specified in a backup job. These typically take a great deal longer than incremental backups and are usually done periodically. Incremental backups will only archive files that have changed since the last backup job. These are usually done daily. If your backup software does not support incremental backups, then get different software.
Media must be rotated. You should not use the same tape, CD, or Zip drive each night. Also, magnetic tape has a limited life span and must be periodically replaced. Review the tape manufactures information to determine the recommended life span.
You can use the following backup procedure with a tape backup system. It will not work with CDs or Zip drives because they do not have enough storage capacity for the complete system backups. You must review your backup software documentation to properly setup backup jobs. DO NOT call SuccessWare for this. We do not offer technical assistance for these software packages.
1) Label 12 tape cartridges as follows:
a. Monday
b. Tuesday
c. Wednesday
d. Thursday
e. Friday
f. Saturday
g. System1
h. System2
i. Sunday2
j. Sunday3
k. Sunday4
l. Sunday5
2) On Monday through Saturday, put the tapes labeled with the appropriate day in the tape drive. Set up you backup software to do an incremental backup of all your critical data files.
3) On Sundays other than the first one of the month, put in the appropriate tape for that week (i.e. for the third Sunday of the month, you would use Sunday3). Setup your backup software to do an incremental backup of all files on the server, including the operating system files
4) On the first Sunday of each month put a tape labeled either System1 or System2 in the tape drive. You should alternate tapes each month. A good way to keep track of this is to use System1 for odd months (Jan, March, May, etc) and System2 for even months (February, April, June, etc) Set up your backup software to do a complete system backup of all files on the server, including all operating system files.
5) DO NOT ASSUME A SUCCESSFUL BACKUP!! Just because you have put the tape in the drive and set the software to backup your files, there is no guarantee that the backup succeeded. You must always check the logs from the backup software each morning for errors. We have had customers put in their tapes every night, only to find out that the tapes were corrupt and useless when they needed to recover data.
6) Replace your tapes. Determine the recommended life span of the tape from the manufactures specifications. Put a mark on each tape after you remove it from the drive. When the number of marks reaches the limit, discard it and replace it with a new one.
7) For maximum security, remove your tapes from the building, or store them in a fire and waterproof container.
8) Designate 2 persons to perform backups. If one person is sick, goes on vacation or leaves the company, the other can step in and ensure that the backups are correctly executed.
This procedure is typical of a good backup policy. You should review this with your network administrator to tailor it to your specific needs.
The following lists the files required for backing up SuccessWare®21. This always assumes an installation folder called SuccessWare21 Server. You must determine the location of this folder based on the way it was installed on your system.
·
Database
Backups – Set up your backup software to backup the SuccessWare21 database
backup folder and its entire contents.
·
Program
and Configuration Files – Set up your backup software to backup the
SuccessWare21 folder and its entire contents, including all sub-folders. This is the folder on the server where you
installed SuccessWare21.
Click here to determine the
location of your Backup Folder and Program and Configuration Files.
Remember the following points:
· Backing up your data is critical to the running of your business. We have had customers lose as much as several months of financial and customer data because their backup procedures were inadequate. DO NOT NEGLECT THIS IMPORTANT PROCEDURE!
· You are responsible for setting up your backup procedure. Implement a policy, train some responsible people, and make sure it is executed religiously.
· SuccessWare recommends using a tape system
· SuccessWare does not offer technical assistance with your backup software. If you have questions about setting up backups, contact your network administrator or the software vendor.