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Agency Systems uses many database files to record financial data and your day-to-day system activity. As with any system, there is always the potential for a hardware or software system failure, and that failure can corrupt Agency Systems data files. To keep your data safe from hardware failure, theft, fire, natural disaster or other catastrophic event, it is imperative that you keep your data backed up regularly and stored securely in an offsite location.
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It is your responsibility to insure these backups are done at intervals sufficient to minimize your risk exposure to such an event. It is also your responsibility to verify your backups are working correctly.
You must decide with the help of your computer technician the best plan for you. There are many options at varying cost offering different degrees of risk protection. Below are a few items to consider when deciding what best meets your agency backup needs.
Does Agency Systems have a backup utility built-in?
- Agency Systems does NOT provide a backup utility. Because your hardware and software systems (independent of Agency Systems) vary, your backup systems needs vary also. The company or individual that assists you currently with your technical needs is your best source to consult.
What backup programs should I use?
- There are many types available to consumers. It is best to have your technician decide what is best for your office. We do recommend commercial grade products and we recommend verifying the integrity of your backups on a regular basis. Again, your hardware consultant is your best source to certify your backups.
- When choosing a backup system make sure it has the ability to backup open files. Even if the system you choose does have this feature, it is a best practice to insure all users are logged out of Agency Systems when performing backups.
- There are also automated, remote backup and disaster recovery services. One example is listed below:
What files should I backup for Agency Systems?
- Your entire Agency Systems programs, data, images etc are all stored on the master/server machine under the "Empire" folder.
- Make sure your backup is set to include all subfolders.
How often should I backup my data? (Minimum Requirements)
- Daily backups need to be done each day that data is entered into your system. Mark your backup media, one for each day of the week. (Monday- Thursday) Rotate through these during the week.
- Friday backups should be done on separate backup media and these should be marked and stored. While these can be rotated and perhaps reused, you should consult your backup vendor for best practices.
- More elaborate methods can be employed and as technology improves, those improvements should be weighed against your current backup technology and procedures on a continuing basis.
- Remember, it is your responsibility to insure you have backup procedures and equipment that meet your risk tolerance.
Where should I keep my data?
- It is always best keep the backup media in multiple locations.
How do I know my backup is running properly?
- Your local technician should be able to verify the backup is running properly for you. If you cannot be assured that all your files are backed up without error, you do not have an adequate backup solution. If you cannot routinely restore a backup successfully, you do not have an adequate backup solution.
- It is critical to understand the restore function of your backup. A test restore of your system, perhaps to a test directory should be part of your backup solution.
What happens if my backup is not complete and I need to restore?
- Although we have utilities that may help in recovering data, the best solution is to restore from a previous backup. There will be charges if we are involved in a data recovery process where adequate backups were not available. Remember, it is your responsibility to insure backups are performed and are working correctly.
- In the event your data files are compromised due to hardware, virus, or operating system failure, or a disaster, your backups will be required. They should immediately be secured and made available. Of course we will assist you and your technician to insure you are going again with as little downtime as possible.
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