Backup Settings

Backup Settings

Backup settings allow you to configure automatic backups of your EquiBillBook data. Regular backups protect your business data from loss due to system failures, accidental deletions, or other unforeseen events.

What are Backup Settings?

Backup settings include:

• Automatic Backups: Enable scheduled automatic backups
• Backup Frequency: How often backups are created (daily, weekly, etc.)
• Backup Time: When backups are performed
• Backup Retention: How long to keep backup files
• Backup Location: Where backups are stored
• Backup Type: Full backup or incremental backup
• Manual Backup: Create backups on demand

Accessing Backup Settings

To configure backup settings:

1. Navigate to Settings → System Settings → Backup Settings
2. You'll find options for automatic backups, frequency, and retention
3. Configure settings based on your data protection needs

Why Backups Are Important

Regular backups protect against:

• Data Loss: Accidental deletion of important data
• System Failures: Hardware or software failures
• Cyber Attacks: Ransomware or data breaches
• Human Error: Mistakes during data entry or configuration
• Natural Disasters: Physical damage to servers
• Compliance: Regulatory requirements for data retention

Backup Configuration Options

1. Automatic Backup Settings

Configure scheduled backups:

• Enable Automatic Backups: Turn on scheduled backups
• Backup Frequency:
  • Daily (recommended for active businesses)
  • Weekly (for less active businesses)
  • Monthly (minimum recommended)
  • Custom schedule
• Backup Time: Time of day when backup runs
• Days of Week: Which days to perform backups

2. Backup Retention

How long to keep backup files:

• Retention Period: Number of days/weeks/months to keep backups
• Maximum Backups: Maximum number of backup files to retain
• Auto-Delete: Automatically delete old backups
• Archive Old Backups: Move old backups to archive

3. Backup Content

What to include in backups:

• Full Database: Complete database backup
• Transaction Data: All financial transactions
• Master Data: Customers, suppliers, items, accounts
• Documents: Uploaded files and attachments
• Settings: System and module configurations
• Reports: Saved report configurations

4. Backup Storage

Where backups are stored:

• Cloud Storage: Automatic cloud backup (recommended)
• Local Storage: Server or local device storage
• External Drive: External hard drive or USB
• Network Storage: Network-attached storage (NAS)

Step-by-Step Configuration

Step 1: Enable Automatic Backups

1. Navigate to Backup Settings
2. Toggle "Enable Automatic Backups" to ON
3. This activates scheduled backup functionality

Step 2: Set Backup Frequency

1. Choose backup frequency:
   • Daily: Recommended for active businesses with daily transactions
   • Weekly: Suitable for businesses with less frequent activity
   • Monthly: Minimum recommended frequency
2. Select specific days if choosing weekly

Step 3: Set Backup Time

1. Choose a time when system usage is low (e.g., late night or early morning)
2. Consider your business hours and peak usage times
3. Ensure system is available during backup time

Step 4: Configure Backup Retention

1. Set how long to keep backups (e.g., 30 days, 90 days, 1 year)
2. Consider storage space and compliance requirements
3. Enable auto-delete for old backups if needed

Step 5: Configure Backup Storage

1. Choose backup storage location
2. Cloud storage is recommended for security and accessibility
3. Configure storage credentials if needed

Step 6: Save Settings

Click "Update" or "Save" to apply your backup settings.

Manual Backup

You can also create backups manually:

1. Navigate to Backup Settings
2. Click "Create Backup Now" or "Manual Backup"
3. Wait for backup to complete
4. Download backup file if needed

When to create manual backups:

• Before making major configuration changes
• Before bulk data imports or exports
• Before system updates or upgrades
• Before deleting large amounts of data
• Before year-end closing processes

Backup Best Practices

• Regular Backups: Set up daily or at least weekly automatic backups
• Multiple Locations: Store backups in multiple locations (cloud + local)
• Test Restores: Periodically test restoring from backups
• Retention Policy: Keep backups for at least 30-90 days
• Offsite Storage: Store backups offsite for disaster recovery
• Encryption: Encrypt backups for security
• Documentation: Document backup and restore procedures
• Monitor Backups: Regularly verify backups are completing successfully

Backup Verification

Regularly verify your backups:

• Check Backup Logs: Review backup completion logs
• Test Restores: Periodically test restoring from backups
• Verify File Size: Ensure backup files are reasonable size
• Check Backup Dates: Verify backups are being created on schedule
• Storage Space: Ensure sufficient storage space for backups

Restore from Backup

To restore data from a backup:

1. Navigate to Backup Settings → Restore
2. Select the backup file to restore from
3. Choose what to restore (full restore or selective)
4. Confirm restore operation
5. Wait for restore to complete

Important: Restoring from backup will overwrite current data. Always create a backup before restoring.

Troubleshooting

Backups not running automatically?

• Verify automatic backups are enabled
• Check backup schedule and time settings
• Review backup logs for errors
• Ensure system is available during backup time
• Check storage space availability

Backup files too large?

• Review what's included in backups
• Consider excluding large document files
• Use incremental backups if available
• Compress backup files
• Archive old data separately

Cannot restore from backup?

• Verify backup file is not corrupted
• Check backup file format compatibility
• Ensure sufficient storage space for restore
• Contact support if restore fails
• Try restoring to a test environment first

Storage space running out?

• Review backup retention settings
• Delete old backups manually if needed
• Enable auto-delete for old backups
• Consider cloud storage for better scalability
• Archive old backups to external storage

Important Notes

• Backups are essential for data protection - never skip them
• Test restore procedures regularly to ensure backups work
• Store backups in secure, offsite locations
• Encrypt sensitive backup data
• Document backup and restore procedures
• Monitor backup completion and verify regularly
• Create manual backups before major operations

Additional Resources

For related information, see:

• Data Export article
• Data Import article
• System Configuration article
• Security Settings article

Proper backup configuration is critical for data protection and business continuity. Set up regular automatic backups and test restore procedures to ensure your data is always protected!