Backing Up Your Data Files

Backing Up Your Data Files

Backing up your data files is one of the most important things you can do to protect the integrity of your computer system.

WBAR includes two backup methods that help to make this job easy. The backup method you use will depend on the amount of data your system holds and the type of backup media your computer can provide.

Backup data can be stored on any hard drive or removable media your hardware supports. For example, if your computer came with a built in Iomega Zip(R) drive, you may want to use that drive to hold the backup file. Many computers now come with built in CD ROM drives that have a read and write capability. If your CD ROM drive supports re-writable CD's (CD's that you can write data to many times known as CD-RW), you could use that as your back up media. Most computers that come with rewritable CD drives also include the software to copy files to the CD. Tri C does not recommend using CD ROM disks known as CD-R's because they can only be written to one time. This limitation makes them an unsuitable choice for regular CD backup use.

Regardless of the media you use, you should learn how to backup your system and then implement a regular backup program to make sure that you data is protected from loss. Refer to your computer manual or supplier for more information on the type of media drives installed in your computer.

Backup Scheduling

Since the WBAR system is a dynamic data base accounting program, the number of transactions you perform each month and the number of years of history you want to maintain will have a significant impact on the amount of data your system will hold. History files will grow each month as more data is added. Each payment, bill, adjustment, etc. will add records to the file.

Don't worry, it is highly unlikely that your computer's hard drive will ever run out of space. On the other hand, a large amount of data does increase the amount of time it takes to search for records and to backup. For this reason, you may want to consider limiting the amount of historical data your system retains. Most systems only require one or two years of history to be available for lookup. With WBAR, you also have paper reports which you can refer to if you need to go back to look up something after you have removed old history.

It is a good idea to plan your backups around a rotating schedule which gives you a second layer of protection . Tri C recommends that you back up at the end of each business day using an alternating set of disks. You should have a backup disk(s) labeled M-W-F from use on Monday, Wednesday, and Friday and another disk(s) labeled T-Th for Tuesday and Thursday. By alternating between the disk(s) you will always have a set from the previous day to use in the event that something happens to the disk you are backing up to while you are backing up. It is also a good idea to have a separate "end of the week" backup and maybe even an "end of the month". If this sounds like a lot of backup disks to keep track of, consider the amount of work it would take to restore all of your data if your hard drive fails or your computer is destroyed by fire or lightening. Backing up is like insurance, you hope you will never need it, but you'll be glad you have it if you do.

Some basic principles in any backup schedule are :

Backup on a regular schedule after work is finished
Use alternating backup media to have more than one backup copy
Remove the backup media from the premises or put it in a fire proof safe to protect it from loss
Do not backup onto your hard drive alone. If it fails, your backup will be lost as well
When in doubt, backup.

WBAR will automatically remind you to backup. Click the Don't Remind Me Anymore checkbox to disable this feature.

Finding Your Data

All of WBAR's data is stored in a sub-folder called DATA which is within the WBAR5 folder itself. The path to the data is X:\wbar5\data where X: is your hard drive where WBAR was installed. For example, c:\wbar5\data would be the path if WBAR was installed onto your C: hard drive.

If you want to see the files in the DATA folder, click on MY COMPUTER, your hard drive, the WBAR5 folder, and then the DATA folder.

Options for Backup

WBAR has a quick back up option in the Systems menu that will create a single compressed file from the data in the DATA folder and place it onto 1.44 floppy diskette(s). The compressed file that is created is called DATA.ZIP. The quick diskette backup option is usually fine for small districts with fewer that 1,000 customers. To run the Quick Diskette backup, click on the System menu, then Backup/Restore, then Quick Diskette Backup. To Restore data files from a diskette that was created with the Quick Backup method, click on System menu, then Backup/Restore, then Quick Diskette Restore.

The quick diskette method uses a list of files to determine which files are to be included in the backup.

You can add files or remove files from this list by clicking on System, Backup/Restore, Modify Backup List. By adding additional paths to the list, you can add files to the list that WBAR will use to create the backup. WBAR will use this same list when restoring data using the System, Backup/Restore, Quick Diskette Restore option.

More Customers Means Larger Files

Districts with more customers (resulting in more data), will probably want to use the WinZip backup program that comes with WBAR. WinZip is a commercial backup and restore program that can be used to backup entire hard drives or large lists of pre-selected folders or files.

Understanding Zip (Compressed) Files

Both the WinZip program and the built in backup option can create a compressed archive file. Compression is a way to make data files smaller so that more data can be placed onto the media. During the process of compressing files, both programs can combine many different data files and place them into a single compressed file called an archive. If you need to restore data from the archive file, both programs can be used to restore a single file or many files from within the archive file.

In an archive backup file, several files are compressed and

placed into a single archive file

Data File 1-----------|

Data File 2-----------|

Data File 3-----------|------->Archive File

Data File 4-----------|

Data File 5-----------|

The WinZip program can backup all of the data in the WBAR data folder and can also create backups of any other files on your computer. WinZip can even be used to create a backup of your entire hard drive including all program files. See the help section in WinZip for further information on how to create and use WinZip backup files.

WinZip builds an archive file and then lets you Add the files and folders

you want to back up.

Other Ways to Backup

Simply making a copying of the DATA folder on another drive would be another way to back up your WBAR data. If you choose to copy the entire DATA folder, be careful to use the Copy option and not the Move or Cut options. Copy will make a separate and complete copy of the folder without disturbing what is already there.

Copying the DATA folder to another location on your hard drive or to another drive on your network should not be used as a your primary backup protection. Loss of the hard drive would mean loss of your backup as well. Instead, you should copy the folder to a removable media like a Zip drive or CD. Backup media should be stored in a fire proof safe or removed from the premises.

There are many programs available for creating regular backups of files on your computer's hard drive. You will probably want to backup files from your other programs as well. Documents, spreadsheets, accounting and payroll information, email messages, and photographs are just some of the data types that you may have on your computer's hard drive. If you want to protect these from loss, you will need to establish a way to back up these files.

Windows itself includes a file backup program (called Backup) located in the Accessories, System Tools menu. You should consult with your computer hardware vendor or system administrator about which backup method you should use and then set up a regular backup schedule to follow.

Tri C is not responsible for data loss resulting from improper or incomplete backup procedures. Tri C's tech support can usually assist in the restoration of lost or damaged data files, but only if a current and complete backup file has been created.