Backups

It is crucial to make regular backups, in case of loss of the primary data source. Data loss could be due to data corruption, hard drive failure, damage due to disaster or theft, etc. It is recommended to speak with your hardware supplier for further information on instituting a reliable method of backing up your data.

If you have no backup system at all, you could consider using Backup Scripts and Windows Task Scheduler to provide basic automated backups, as many of the backup criteria outlined below can be met by this free method.

Files

• The ExecutiveData.mdb file (generally in the server's shared folder) must be backed up regularly (see below for more suggestions). This file contains all program data, and cannot be replaced in case of data corruption or loss without a usable backup.
• The Images folder (generally in the server's shared folder) should be backed up occasionally, to ensure that if loss occurs, only a limited amount of images will need to be retaken.
• The ExecutiveSetup.mdb file (generally in the server's shared folder) should be backed up when setup details are changed. It holds a small amount of customized setup data, but could be replaced with a default copy if absolutely necessary.
• Other Executive files, such as the front ends and system images can be replaced in case of loss, but can be backed up if possible to ensure the system can be quickly restored.

Onsite and Offsite Backups

Backups should be regularly stored both onsite and offsite, in case of loss at one location. Offsite backups could be in the form of an online backup, or a physical backup that is taken offsite.

Automation

Backups should be automated, to ensure that it is done regularly. Both automated scripts and software solutions can be used to automate backups.

Redundancy

Making backups using multiple methods ensures that you are prepared in case of failure by one method. This could include backing up to both an external hard drive as well as a tape drive, or simply using a USB flash drive for a weekly backup in conjunction with your regular method.

Timing

It is best to schedule backups regularly, and to back up data when it is not being used (such as at night). It's also recommended to keep multiple backups, just in case of data corruption that is not immediately identified.

Backup Schedule

• Monday-Friday should each have their own backup folder/tape, in case you need to restore from a few days ago due to corruption issues. Overwriting the same file daily is not recommended, it's best to cycle daily backups each week to ensure a week's worth of separate backups are retained. Daily backups could include as little as only the ExecutiveData.mdb file.
• Monthly backups could be used to create full snapshots, with both the ExecutiveData.mdb, ExecutiveSetup.mdb, and Images folders being backed up.

Examples

There are many possible configurations, using a variety of methods. Below are examples of two popular methods, and schedules for creating redundant, automated backups with offsite capabilities.

Tape Backup

• If using tape backups, have 7 tapes. Use 1 as a monthly, use the 5 as Monday-Friday. Use the additional tape as a Swap for the Thursday tape. Each Friday, bring in the offsite Thursday tape, and swap it for the current Thursday tape, keeping the other Thursday tape offsite until swapping it again the next week.

Flash Drive/External Hard Drive

• If using flash drives/external hard drives, have 3. Alternate 2 as daily backups, and keep the extra one offsite. Swap the offsite with Thursday's backup every Friday, so that one is always offsite. Try to alternate each day, so that each drive is used evenly.
• Backups could be stored in M-F folders, so that each flash drive/external hard drive would have a full weekly backup, further increasing redundancy.
  • For example, have HD's 1, 2, and 3.
  • Week A, HD3 will be offsite. Use HD1 M,W,F. Use HD2 T,TH. On Friday, bring in HD3 and take HD2 offsite.
  • Week B, HD2 will be offsite. Use HD3 M,W,F. Use HD1 T,TH. On Friday, bring in HD2 and take HD1 offsite.
  • Week C, HD1 will be offsite. Use HD2 M,W,F. Use HD3 T,TH. On Friday, bring in HD1 and take HD3 offsite.