Backing up data.
Ok, let's admit it. Backing up data is boring, tedious to set up, costs money for hardware or online services, and so on. So, many of people just put it off. It's even harder to get yourself to test your backup system to make sure the data you think is really there and is actually recoverable!
And yet, ...
And yet, ...
There are risks, ...
Nobody likes to think data loss will happen to them, ... until it does! There can be:
- hardware failures
- software 'glitches,'
- virus or hacker attacks
- stolen equipment
- fires
- water damage (from leaks, storms, etc.)*
*Over the years, I have had two clients lose everything in their offices from pipes bursting on an upper floor.
For all these things, it's good to have a copy of your data 'off site,' whether it be over the internet, or in a drive stored in another building.
One of the most common threats of all is ... operator error! I have seen more cases of this than any other hazard. People can delete things by accident, type new information into old records (forgetting to create a new record for the purpose), copy files the 'wrong way' (replacing a newer version with an older one) and not realize it.
Fortunately, backup systems have improved. Apple's "Time Machine" system can update a copy of your drive's data every hour if you like. On-line backup arrangements work in a similar way, checking to see what's changed since the last backup was made, and updating the appropriate files. But even here, there can be issues. One of them pertains to databases in particular, so listen up!
- hardware failures
- software 'glitches,'
- virus or hacker attacks
- stolen equipment
- fires
- water damage (from leaks, storms, etc.)*
*Over the years, I have had two clients lose everything in their offices from pipes bursting on an upper floor.
For all these things, it's good to have a copy of your data 'off site,' whether it be over the internet, or in a drive stored in another building.
One of the most common threats of all is ... operator error! I have seen more cases of this than any other hazard. People can delete things by accident, type new information into old records (forgetting to create a new record for the purpose), copy files the 'wrong way' (replacing a newer version with an older one) and not realize it.
Fortunately, backup systems have improved. Apple's "Time Machine" system can update a copy of your drive's data every hour if you like. On-line backup arrangements work in a similar way, checking to see what's changed since the last backup was made, and updating the appropriate files. But even here, there can be issues. One of them pertains to databases in particular, so listen up!
Database Backups - a special case
People often leave database files open continuously. They do this either for easy access whenever it's needed, or for remote access (the computer at home keeps running so that remote users can log in). When you do this, many computer systems do not change the "date & time modified" on your database files until you close them. When the backup system scans your disk for what has changed since the last backup, it thinks the database file has not changed and therefore doesn't make a new copy on the backup medium. One client of mine, using an offsite backup system lost 6 months of data this way! They thought they were being backed up every night, but never checked the backup copy kept by their service to make sure it was working properly.
Oops!
Don't let this happen to you! It is essential that your backups take place at least every night, if not more often.
• If you are running a stand alone database on a single computer consider these points:
1. Close the database file, and then re-open it, at least once per day so that the data & time modified will be updated.
2. Tell your backup system to always backup the database file regardless of date & time modified.
3. Make sure your backup provider is actually backing up your databases. Some online backup systems only copy word processing and spreadsheet files but ignore database files because they're not on their list of frequently used documents!
• If you are using FileMaker Server, make sure the built in backup features are set up and operating. This allows FileMaker Server to make its own backup files right on the same drive, or on another drive, without having to close and re-open any files. When it does this, it updates the file date & time for each backup copy it makes. You can even set it to make multiple backup copies throughout the week, so that if you discover a data loss a few days later, you can go back and recover the lost records from an earlier version.
Oops!
Don't let this happen to you! It is essential that your backups take place at least every night, if not more often.
• If you are running a stand alone database on a single computer consider these points:
1. Close the database file, and then re-open it, at least once per day so that the data & time modified will be updated.
2. Tell your backup system to always backup the database file regardless of date & time modified.
3. Make sure your backup provider is actually backing up your databases. Some online backup systems only copy word processing and spreadsheet files but ignore database files because they're not on their list of frequently used documents!
• If you are using FileMaker Server, make sure the built in backup features are set up and operating. This allows FileMaker Server to make its own backup files right on the same drive, or on another drive, without having to close and re-open any files. When it does this, it updates the file date & time for each backup copy it makes. You can even set it to make multiple backup copies throughout the week, so that if you discover a data loss a few days later, you can go back and recover the lost records from an earlier version.