Importance of Backing Up Data
It is essential to make regular back-up copies of your data, to protect yourself from the loss of valuable data due to any of the following:-
- Power failure
- Hardware failure/loss
- Operator error
- Other accidental damage, burglery, etc.
In an ideal situation at least one set of back-up copies should be kept at the computer site in a fire-resistant cabinet, and another set away from the site so that fire, flood, theft or any other natural disaster will not destroy the data.
When is it vital to backup?
Whenever you have entered more information than you would be prepared to RE-ENTER, should anything go wrong.
For Example:
At month end before closing a VAT Period, at the financial year end and after any large data entry session.
Guidelines for backing up:
- Use good quality backing up media - see below for Farmplan's recommendation
- Store back-ups in a safe place
- Make clear and concise labelling/backup notes.
(e.g. "FBM Data 30.10.06 before Oct VAT")
We recommend that you keep a minimum of THREE backup copies of your data and rotate them. This means that you will always have two historical, out of date copies from which data can be recovered if necessary.
The GRANDFATHER, FATHER, SON principle highlights the objective of always keeping three backups in rotation, copying over the oldest backup each time.
The copying procedure above can be followed with Media Disks labelled A, B and C,
The same principle can be adopted when making hard disk (C) backups by creating three folders called A, B and C under the main FBM Backup folder that is automatically created.
Farmplan recommends.... the Compact Flash Cards Media Reader/Writer as a new high speed capacity solution to backing up and transferring data. Click here for more info >>
Backing up your data
- Go to File, Backup.
- On the right hand side, click on the '+' to the left of the drive to select the media type of where the backup is held, ie, C:// drive, A://3.5" floppy, F://Flash card, zip disk etc.
- Folders within the drive will show. Click on the folder where the backup is to be made to highlight it.
- The 'Backup Now' button will become usable (i.e. not greyed out). Click it.
- You can now enter 'Backup Notes', i.e. "Backup after year end" or "Backup before VAT return". Click 'OK'.
- It will ask you if you are sure you want to proceed. If all is correct, click 'Yes'.
- It will then write the Backup and at the end, display a message saying "Backup created successfully". If this message does not appear, check your backup disk or memory stick as they may be faulty. This message must be displayed to know that you have taken a valid backup.
- You should be able to see your backup on the right hand side of the screen with a blue 'Fp' sign next to it.
For more help on Business Manager call our Adviceline team on 01594 545022 or email us at support@farmplan.co.uk.
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