Saving all your data?

Having just got through a forced and unplanned re-install of the Operating System on my PC, it brings home to me the importance of having good backups of ALL the data required to get a PC back into a workable condition.

Taking backups of application data for a company should be standard practise, but what about all the other marginal elements that a user relies upon - are they being saved in any format. Here are a few of the things I am thinking about:-
- e-mail accounts, passwords and log-on details to e-mail servers
- e-mail folder structures
- e-mail anti-spam rules
- the e-mails themselves within the application
- web browser Favourites, cookies and passwords
- options and preferences for applications that don't hold databases etc.
- application installs taken from the web
- upgrades and new releases to applications
- registry entries
- file and folder listings
- etc.

Applications like Outlook, IE and RegEdit have built in Export/Import menu options to save/re-establish settings and user configurations. I strongly suggest that you start using them (if not already doing so) and putting the resulting exported files into a location that is backed up and archieved off of the PC.

When installing a new application or an upgrade, don't run the program from the web but save the file to a suitable folder (C:\Downloads\AppName) and include this folder is your backup/archieve.

Luckily I have been doing this, so recover went well - even so it took 2 days. The only problem I encountered was that I rely on a bit of software that MS no longer supports, thus one of the first upgrades/patches was no longer available from its website. Had to use Google to locate another source before being able to continue. Now I have added it to my backup data.

One of the things that helped the most during the recovery was a list of folders and their files. This I had started creating on a regular basis; for entirely different reasons; a couple of months back using VBScript and the File System Object. The list help me identify missing applications, folders, files and versions.

I strong recommend ensuring that if you encounter a major disk/PC problem you have the necessary information and backups to help recover from it with as little hasle as possible.
Remember, PCs are cheap when compared to the cost of re-establishing all the data they hold!

Flexible systems

With yet another change in VAT Rate looming at the end of the year, the importance of using a flexible accounting/ERP system that allows for the creation of new VAT codes, rates, etc. is brought to the fore.
Many 'older' systems provide little support in making such changes and allowing 'old rate' invoices and be processed at the same time as 'new rate' invoices. With the consequence that considerable effort is required around the time of actual rate change. Invoices being either to customers or from suppliers.

At least this time around many firms will have faced the problem in recent times and should be able to cope without major costs/holdups.

Inflexible systems are those that have codes and rates 'hard coded' into the program so that version upgrades are needed to meet new requirements. Where as flexible systems allow users to create and maintain entries to control it. This not only concerns tax rates, it covers all aspects of program control.
Of course with more sophisticated systems, the day to day requirements placed upon users is increased, as they need to understand more about the system and the interaction between various settings. However, this drawback is more than compensated for by the ease of changing the system when required.

My recommendation is to always look for and install the most flexible system you can find. That way you can be independent of the software supplier and still be comfortable in being able to meet the requirements of changing legislation and the overall business environment.

Are you backing up your data?

Had a scare this week.

Computer failed to boot – screen completely blank!

Feared that the hard drive had got screwed up.
Looked at the option of doing a data recovery from the drive and installing a new hard drive in the machine. Staggered at the current prices – any thing from £450+

Immediately saw that data – or getting it back is more costly than a basic PC.

Eventually got the PC to boot and immediately took a backup of all my data.
Used the CD Read/Writer to create a couple of CD’s – always kept putting it off before. Now I shall do it at least once a month -New Years resolution.

At 75p a disk – that’s much cheaper than £450.

Backup that data!

In the last week I have rebuilt an entire database from a few key tables over 4 months old!

Why was this necessary?

Because the user; a SME; never made a backup of its key ERP system.

So when somehow the ERP database got deleted from the server. It had no backup to go back to.

Its only recourse was to use a copy of a few files e-mailed to the system developer (yes me); to try and rebuild the entire database based upon those key tables. Yes it was done - but at a not insignificant cost.

So SME's - make sure you take regular backups and copy them to a PC or media that is not the prime server/PC.
This daily/weekly routine could save you embarrassment and money.

Be warned; PCs/Servers do
crash;
get stolen;
get infected by viruses;
deliberately get sabotaged by discontent employees;
lose data through foolish acts by novice users.