Protecting Your Data

Today’s businesses depend on technology. Most companies would find it very difficult to operate without their servers, workstations, laptop computers, peripherals, and most importantly, the data stored within that technology. With something this valuable, it makes sense to invest in security. Your technology is vulnerable to a number of dangers, from natural disasters to power interruptions to simply wearing out. Below are a few simple tips on keeping your technology and your data safe.

Protect Your Power

Power spikes or disruptions cause more data loss than all other natural disasters combined. Every piece of crucial electronic equipment should be connected to an UPS (uninterrupted power supply) device. It’s even a good idea to place a small UPS device on each workstation, since power interruption during a transaction update, for example, could result in corrupted data.

UPS devices provide continuous, conditioned power capable of evening out surges and supplying varying amounts of auxiliary power to allow you to safely shut your equipment down in the event of a full outage. Once your equipment is shut down, it’s not a bad idea to completely unplug equipment to keep it entirely off the grid until even power is restored.
 
Back It Up!

The importance of a reliable and efficient backup system cannot be overstated. Today’s backup software is robust and sophisticated. Carefully choose a solution with powerful features provided by a company you trust. The investment in a modern backup solution including tapes, drives, and software is significant. However, the return on investment is immediate and undeniable should disaster strike.

Tape backup systems are still the dominant backup method used by savvy small and mid-sized organizations. Symantec, a leading publisher of backup systems, notes that tape remains the best solution for long-term and offsite storage. Symantec cites its portability and ruggedness as factors making tape the most efficient way to protect a business from disaster or for long-term storage.

Disk-based backup systems are gaining in popularity. A disk-based backup solution typically writes the same data to a file on a disk volume as it would write to a tape drive. When used conscientiously, disk drives can provide faster, more flexible backups and restores than tape.
 
During your daily operations, it’s always a good idea to periodically save important files you’re working on to a separate hard drive, portable storage drive, or CD.
 
Whatever backup system you select, you must periodically do a test of your restore capabilities. Don’t assume it will work at that crucial time.

Shadow Backup Can Save The Day
Inherent in many Windows operating systems is a useful protective tool called “Shadow Backup.” This feature uses available space on your server to make copies of directories and files on a timetable you specify. Should you accidentally delete or overwrite a valuable file, you can simply scan through the earlier saved versions of the file and restore the one from before your accident.
 
Offsite Storage A Must
It is imperative that backed-up data be moved offsite regularly to ensure that all of your backups will not be destroyed if something happens to your facility. Several companies provide offsite storage services that include picking up and delivering tapes when they are to be rotated. At a minimum, have a trusted employee take a backup tape home with them each night.
 
Disaster Recovery Planning
Accidents happen. So do power outages, natural disasters, and malicious attacks. Systems wear out and have to be replaced. Prepare a comprehensive disaster recovery plan specific to your organization. A person or group should be charged with constantly supervising your organization’s disaster preparation efforts. Someone should install and maintain hardware protection devices, make sure all departments have a plan if the server goes down temporarily, and confirm that backups are made and rotated offsite regularly. Also, it is a good idea to document your plan for reference purposes.
 

How to back up Sage BusinessWorks system and company files

System Files:
Sage BusinessWorks system files include users and passwords, security settings, registration information and custom forms. Use the Backup utility to back up system files when these files or options change.

Company Files:
The Backup utility backs up only Sage BusinessWorks company data files. The company backup includes templates for custom reports, custom exports, and custom worksheets; however, the program does not back up the exported data. To safeguard these documents, use an external utility to back up exported information.

To back up system or company files:

1. Before beginning, verify that all other users have exited Sage BusinessWorks. From the Launcher menu, select File / Network Status. You should see only yourself listed. Close the 'Network Status' window.
2. From the Launcher menu, select File / Backup (or select 'Backup' from the 'Utilities' resource bar) to open the 'Database Backup Wizard'.
3. In the first window of the wizard, read the information displayed and click 'Next'.
4. In the 'Select Company' window, select the company ID or the 'System' icon and click 'Next'. In the 'Select Backup File Name' window, select the drive and folder for this backup. Change the file name if desired and click 'Next'.
5. In the 'Begin Backup' window, review the choices to be sure they are correct and click 'Start' to begin the backup process.

Note:  If the Sage BusinessWorks Launcher screen is open on other workstations during the backup process, the backup of data and/or system files will complete without error. If any user attempts to launch tasks during the backup process, the following message displays: "CANNOT PERFORM THE SELECTED OPTION. The option you have selected is currently unavailable because the Sage BusinessWorks Company database is locked by another task."

External Backups
When using an external backup utility instead of the Sage BusinessWorks Backup utility, please insure that all users have closed Sage BusinessWorks before beginning. If users are logged in, certain files cannot be backed up. The backup should include the \BWData\ folder and are all of the company data folders that reside under \BWData\ (or the data folder shown in the Sage BusinessWorks Launcher menu Help / About).

Backup to CD
Beginning in version 4, the Sage BusinessWorks Backup utility interfaces with the Windows XP operating system, allowing Windows XP customers to use the Sage BusinessWorks Backup utility to back up to CD. (Earlier Sage BusinessWorks releases required external CD-writing software to back up to CD.)

Reminder! At the end of the calendar year, it is particularly important not only to back up your data, but also verify that the backup copy is good. Use the Sage BusinessWorks Backup Utility to back up your data, even if you have other backup methods. To verify that the backup is good, use the Sage BusinessWorks Restore Utility to restore the backup to a new Company ID. We also recommend making an archive copy of your data using the Copy Company feature, so you have easy access to prior year information. Give us a call for assistance.

Upcoming Sage BusinessWorks Authorized Training Classes

Sage BW Introduction and System Manager - Mon., 2/11/2008 ATC Class-Here's the inside track to maximizing your productivity and saving valuable time and frustrating hassles, by learning how to successfully... »See all dates and locations Sage BW Core Applications Bundle - Mon., 2/11/2008 ATC Class-This must-have course contains all five accounting classes all rolled into one. With hands-on lab exercises to develop and refine... »See all dates and locations Sage BW General Ledger - Tues., 2/12/2008 ATC Class-Here's the ultimate primer, enabling you to generate up-to-the-minute financial reports and statements, use departmental accounting... »See all dates and locations Sage BW Accounts Payable and Cash Management - Wed., 2/13/2008 ATC Class-You'll be amazed at the speed of your learning curve with valuable tools that show you how to rapidly access vendor information, save... »See all dates and locations Sage BW Accounts Receivable - Thur., 2/14/2008 ATC Class-You will learn all of the important fundamentals of this application, including setup options, entering customer data, invoice entry... »See all dates and locations Sage BW Payroll - Fri., 2/15/2008 ATC Class-Here's the definitive course for dramatically increasing your understanding of how to set up your payroll system and identify all... »See all dates and locations

Contact Blytheco at solutions@blytheco.com or 800-4BLYTHE for more information or with any questions.