Back Up Strategies

There are many different strategies for backing up data. In general, it is best to err on the side of caution and choose the safest strategy. The safest strategy is to back up every day, and before processes such as global updates and the Month / Year End procedures. These processes affect several files simultaneously so an error can cause widespread discrepancies in your data. An up-to-date back up will restore the original data in a few minutes.

A daily back up is probably sufficient for most businesses, but if you enter fifty invoices by midday it might be prudent to back up the files more often. The most significant criterion for determining the frequency of your backups is the importance of the data. If the data is vital to the running of your business, take a backup as often as practicable, keeping in mind the disruption that would result if you had to reinstate lost data.

Once the frequency is determined you need to consider how many back ups you are going to take. It is not that uncommon for back up disks to become corrupted. A method commonly adopted is the A, B, C strategy, described below.

On day one, back up set A is used; set B is used on day two; and on day three set A is used again. This continues until the end of the week. At the end of the week, use set C to back up that weekÆs data. The following week begins again with set A. The table below should give a clearer idea of the strategy:

Mon Tue Wed Thurs Fri

Week 1 A B A B C

Week 2 A B A B C

* store the last C of the month permanently, off-site.

Sets A and B are used alternatively for daily back ups, set C is used for the weekly back up. At the end of each month, set C is used to back up before the month end procedure, and is then stored permanently, and preferably off-site in case of fire or theft. A new set of C disks would then be used for the following week.

Every three months it is advisable to replace your back up disks with new ones, because of the likelihood of faults occurring through general wear-and-tear.