HiFinance 5
SECTION
0000 - BACK-UP PROCEDURES
No computer is perfect! Anything can happen! Power
can be cut from your office; someone can trip over a cord; the computer may
break down.
Apart from becoming familiar with the functions of
HiFinance, the next most important daily exercise you MUST perform is BACK-UP
to create a security copy of your valuable data.
We cannot stress too strongly how important data
backup is for the successful running of your computer system.
Your dealer can always provide copies of the
HiFinance programs should your computer be stolen or become faulty, but if your
data files are lost, destroyed or stolen, then you will have to re-enter every
Debtor, Creditor, etc. with all their balances. This could take weeks, where as
backing up, takes just a few minutes per day.
Proper procedures for copying data on a daily basis
from your computer to floppy disk, tape, DVD-RW, USB-key, external Hard-Drive
etc. should be shown to you by your dealer. If you have not yet been shown how,
contact your dealer and find out!
It is recommended that you keep five generations of
daily back-ups labelled for each day of the week. Eg. set 1 = Monday, set
2 = Tuesday, etc. If your files take
more than one disk to back-up, each generation should contain as many disks as
needed for a complete backup. The cost of disks is insignificant by comparison
to the value of your data. It is important to avoid backing up onto the same
set of disks twice in a row so that you keep a history of you data over
successive back-ups. It is also recommend that you keep an end-of-period
back-up (taken before you run
END-OF-YEAR PROCESSING) so that you
can replace any lost reports. Preferably, keep these end-of-period back-ups off
the premises, eg. at someone's home.
All floppy disks, tapes and other magnetic and
optical materials should be handled carefully. Kept them away from stray
magnetic fields, sunlight, pressure, dust, liquids, caustic substances and
heat. Remember that phones, screwdrivers, even paper clips can become
magnetised and can damage your disks. If possible, disks should be stored in a
fire/smoke proof safe. Never touch the exposed areas of any floppy disk. Always
hold a disk by its jacket, preferably by the corners rather than the edges.
Remember: there is enough oil, acid and dust on the cleanest of fingers to
render a disk unreadable if the disk itself is touched.
Normally, certain back-up routines are supplied with
your program disks. You may choose to use these, or your dealer may supply you
with others. In either case, all files ending in .DAT and
.IDX must be backed up regularly. These are your
data files and no one can replace them for you. Generally, these are in a
directory called HF5DATA or sub-directories under this one.
Your computer may have facilities for Tape Back-up (eg Connor) or External Disk Drives, (eg. Zip and Jaz
drives). These hardware options are preferred for large files, as backing up to
many floppy disks, each day, can become tedious and therefore prone to operator
errors. The same back-up schedule is recommended for tapes as was described
above for floppy disks. Each tape-drive manufacturer supplies special programs
that work specifically on their equipment. It is necessary to refer to your
dealer for details for your tape drive operation.
Remember Murfy's law on back-ups:
Back-ups
get taken tomorrow,
hard-disks
crash today!
