The archiving process, whether for payroll closing or
archiving the general ledger, is a destructive process. Every discussion of archiving starts with an
admonition to back up (twice for safety) your data .
Most users have invested in significant backup systems and
processes that they rely on to prevent catastrophic loss of critical data. Too many of these same users do not regularly
test the backup process to ensure that their backups are effective and able to
be restored easily and quickly.
Too often we find that users are relying on these overnight
backups as their only backups when archiving their data. If they have a problem with their archiving
process—and problems do occur—they must restore from backup and start the
archiving process over again. And since they have relied on their outside
networking consultant to administer the backup process, they must wait for the
networking consultant to restore the data from the overnight backup, losing
valuable time in the process. And this
is NOT the time to find out that your overnight backups haven’t been working
properly!
The easiest, and most expedient, way to make a quick and
restorable backup is to use Windows Explorer to copy the current company data
folder and paste it onto your workstation’s desktop or some other location in
your network. To ensure that no one has
any files open that may not copy properly, just log into the company with Sage
100 Contractor with Exclusive Access, and then log out to make your “copy and paste”
backup. If the archiving process has any
problems, you can easily recover by deleting the file folders affected by the
failure and restoring the data folder from the “copy and paste” backup data
folder.
Backups when archiving are important to cloud
users also. Check with your cloud
hosting provider to ensure that you can make a quick and easy “copy and paste”
backup as well.Give us a call at 480-471-5305 or email walt@mathiesonconsulting.com if you have any questions or need help.
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