Why make frequent backup copies of your QuickFill database? Here are some of the reasons:
Your power might fail at the wrong moment, leaving you with a corrupted database. (Click here for more details on detecting a corrupt database. ) You'll have to reload (restore) the database from a backup copy.
Your computer hardware might fail, putting you out of action until it can be repaired. If you have a backup copy, you can load your database on another computer, re-enter the work done since the back up copy, and then continue working with QuickFill.
Your computer might be destroyed in a fire. (It's a good idea to keep a backup copy of your database in another location.)
You might want to run a report using an old copy of the database.
For all these reasons, it is extremely important to make frequent backup copies of your database. We strongly recommend backing it up daily—in the afternoon after you finish the day's work. You can schedule it to run with the "Tonight's jobs" job list.
Also, back up your database just before you run any of the updates, such as bills, renewal notices, or issue labels.
After viewing the output from an update, you may need to change a definition (such as a message for bills, or an offer for renewal notices) that was setup incorrectly. In order to re-run the update, you would first need to restore your database from a backup copy and change the definitions.
Finally, make a backup copy if you've just finished entering a large number of new orders, payments, renewals, or other transactions. After all, you don't want to take a chance that you'll have to enter all those transactions again.
Saving backup copies
You should also keep more than one backup copy. We recommend that you rotate your backups among at least five sets of backup tapes, one for every workday. We also suggest that you take a copy home with you at least once a week. At the end of every month, just before you close the accounting period, make a special backup copy on a new tape. Keep this month-end copy for at least a year—you may need it as an audit trail for your accountant.
Methods for backing up
There are many methods of making backups. We recommend that you use the 'Backup database' command on the 'File' menu in QuickFill to back up your database to Zip disks, CDs or DVDs; these are the best low-cost choices. (Click here for more details on backing up from within QuickFill.) If you have a very large database, you might use a tape backup system.
Click here for information on backup hardware recommendations.
Files to back up
Since you can always reinstall the QuickFill program files (located in your QF directory) from your install set, there is no need to include these files in your nightly backup.
When you run your back up, you should select all of your QuickFill database files. These files have a file extension of QFDAT and are located in your database directory. In addition, you should select any files (such as report files or mail-merge files) that you would like to include.
When you back up from within QuickFill, you have the option of backing up your database only or your database and report files. Although there is no need to back up report files on a nightly basis, there are times when you should make a back up copy of these files. We recommend that you back up report files created from the period and year closings. (Click here for more details on the files produced by 'Close period' and 'Close year'.) If you use the audit system, you should also back up any reports produced for your audit.
Verifying your backup
Back up procedures should include frequent integrity tests. If you back up to tape, make sure that you verify (also known as compare) the backup. If you are using removable media, like zip disks, make sure that some form of integrity tests are performed on the backup.