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ACS Version 10 - Backup

Table Of Contents

1. Backing Up and Restoring Data ................................................................................................................................. 1 About Creating Backups ................................................................................................................................................ 1 About Creating Backups ................................................................................................................................................ 1 Comparison of ACS Backup Programs ......................................................................................................................... 2 Tips on Implementing a Backup Plan ............................................................................................................................ 3 Backup Media ................................................................................................................................................................ 8 Storing Backup Files Off-Site....................................................................................................................................... 11 Strategies for Successful Backups .............................................................................................................................. 11 Naming Strategies ....................................................................................................................................................... 12 2. ACS Backup ............................................................................................................................................................... 13 ACS Backup ................................................................................................................................................................ 13 Defining the ACS Backup/Restore Window................................................................................................................. 14 Logging In to ACS Backup........................................................................................................................................... 16 Performing a Manual Backup of Your Data ................................................................................................................. 16 Verifying a Backup....................................................................................................................................................... 17 Printing the Backup/Restore Log ................................................................................................................................. 17 3. ACS Automatic Backup............................................................................................................................................. 19 ACS Backup/Restore................................................................................................................................................... 19 Defining the Schedule Automatic Backup Window...................................................................................................... 19 Installing ACS Backup Service .................................................................................................................................... 21 Configuring the ACS Backup Schedule Service .......................................................................................................... 22 Creating a Backup Schedule ....................................................................................................................................... 22 Editing a Scheduled Backup Job ................................................................................................................................. 24 Deleting a Backup........................................................................................................................................................ 24 Restoring a Backup ..................................................................................................................................................... 25 4. 5. Glossary ..................................................................................................................................................................... 27 Index ........................................................................................................................................................................... 29

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About Creating Backups

One of the most important computer-related tasks you should perform every day is to make a backup of your data files. A backup is an exact copy of your data files that you can restore in the event of a disaster. Most users agree that this is a standard practice that you should value as equally as you value your organization's data. It is your responsibility to protect your data by creating and storing backups, just as it is your responsibility to make sure that you maintain virus protection. Since there is virtually an unlimited number of ways that you can lose data (from inclement weather to virus attacks), adopting the practice of creating and storing ACS backup files provides you and your organization with the means to safeguard and protect valuable data. Depending upon the circumstances leading to loss of data, the loss may amount to one record or all records. The frequency in which you should back up your data ultimately depends upon how much data you have and the value of this data to you and your organization. Because the loss of vast amounts of data is possible, ACS Technologies recommends that you back up your files daily. ACS offers the following data back up and restoration programs:

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ACS Backup/Restore LiveStor

About Creating Backups

One of the most important computer-related tasks you should perform every day is to make a backup of your data files. A backup is an exact copy of your data files that you can restore in the event of a disaster.

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Most users agree that this is a standard practice that you should value as equally as you value your organization's data. It is your responsibility to protect your data by creating and storing backups, just as it is your responsibility to make sure that you maintain virus protection. Since there is virtually an unlimited number of ways that you can lose data (from inclement weather to virus attacks), adopting the practice of creating and storing ACS backup files provides you and your organization with the means to safeguard and protect valuable data. Depending upon the circumstances leading to loss of data, the loss may amount to one record or all records. The frequency in which you should back up your data ultimately depends upon how much data you have and the value of this data to you and your organization. Because the loss of vast amounts of data is possible, ACS Technologies recommends that you back up your files daily. ACS offers the following data back up and restoration programs:

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ACS Backup/Restore LiveStor

Comparison of ACS Backup Programs

ACS offers two primary programs that you can use to create backups of your data:

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ACS Backup/Restore LiveStor

While both of these programs can be used to create and restore backup files in the event of a disaster (fire, flood, theft, computer malfunction, or operator error), the following table consists of a comparison of the features included with these programs: ACS Backup/Restore X X X X X X X LiveStor X

Create backup files of your ACS data* Create backup files to store on your local computer or workstation Maintain an automated schedule for backing up your ACS data Maintain an automated schedule for storing off-site backups of your ACS data Verify backups of your ACS data View and print a log with information containing the User, Date, Time, and Backup Location for each instance your data is backed up or restored

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Monitor scheduled file transfer jobs online, which show the date, time, and current status of each backup Restore backups of your ACS data* Save backups of your ACS data under a specified file name Set a specific number of backup files to maintain Individually select datasets to include in a backup file Store non-ACS data, documents, and files off-site X X X X

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* When using LiveStor as your primary backup system, you must elect to transfer or store backup files created with ACS Backup/Restore, or the ACS folders or directories containing the data you want. Using LiveStor to restore ACS folders or directories requires basic knowledge of the ACS data directory configuration. Please refer to the Backup Media topic for more information on which ACS folders or directories you should designate.

Tips on Implementing a Backup Plan

Creating and implementing a backup plan often depends on the method and ACS program you choose to create and store backups of your data. The following sections include tips for backing up your data and the advantages and points of consideration related to using ACS Backup/Restore and LiveStor: You can click the following links to view tips for backing up your data and the advantages and points of consideration related to using ACS Backup/Restore and LiveStor: While there are both positive and negative aspects to each plan listed in the following section, the proper implementation of any backup plan ensures that you and your organization avoid corruption or loss of data in the event of a disaster.

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Backing up data with ACS Backup/Restore The ACS Backup/Restore program is designed to create an exact replica of your ACS data, which you can restore in the event of a disaster. When using the ACS Backup/Restore program to create backup files, you cannot remain logged in to any other ACS application. The ACS Backup/Restore program allows you to specifically select the data from the ACS suite or program that you want to back up. Due to this functionality, you must also designate the datasets that you want to back up. Before performing major data-related processes, such as yearend closing or Attendance Promotion, you must create a backup using the ACS Backup/Restore program.

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In comparison to LiveStor, backing up your data with ACS Backup/Restore is more of a manual process, in that you can perform a backup whenever you need to back up your data. If used properly, ACS Backup/Restore can also help you efficiently manage file space because backup files are compressed, include only the data you specify, and are comparatively smaller than those created with Automatic Backup. While the backups that you create using ACS Backup are typically saved on your hard drive, we strongly recommend that you transfer these files to either removable media or to an off-site storage location. For more information on removable media types and off-site storage, see the Backup Media and Storing Backup Files Off-site topics. The following table includes a summary of the advantages and points of consideration related to using ACS Backup as your primary backup system: Advantages

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ACS Backup/Restore Points of Consideration

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Create backup files of your ACS data and system files Maintain an automated schedule for backing up your ACS data Create backup files to store on your local computer or workstation Verify backups of your ACS data View and print a log containing the User, Date, Time, and Backup Location for each instance your data is backed up or restored Save backups of your ACS data under a specified file name Set a specific number of backup files to maintain Restore backups of your ACS data Individually select datasets to include in a backup file. Smaller backup file size

Backing up data is performed manually All other ACS users must log out before backing up data The computer or workstation designated to run the Automatic Backup program must be powered on and cannot be in Hibernate or Stand by mode when backing up data Backup files should be manually transferred to backup media Backup media such as CDs or DVDs must be preformatted Backup files stored locally can require higher storage capacity, depending on the Maximum Number of Stored Backups value.

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Scheduling Backup Jobs with ACS Backup/Restore The ACS Backup/Restore program is designed to automatically back up your ACS data based upon the schedule that you set for the program to be activated. Other users should not remain logged in to any other ACS application when using the scheduled backup to create backup files. Just like the manual ACS Backup program, you specify the data from the ACS Suite or program that you

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want to back up. Then you choose the date and time to perform the backup job. When restoring a backup created from a scheduled job, you can select the dataset that you want to restore from the backup file. In comparison with LiveStor, ACS Backup/Restore allows you to conveniently set a schedule to automatically create backups of all your ACS data. However, along with this convenience comes the responsibility of making sure that you configure the program according to the following guidelines and considerations:

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You should only set ACS Backup/Restore to activate when all other users are logged out of ACS. ACS Technologies strongly recommends that you carefully examine your organization's regular use of other ACS applications when setting the schedule for ACS Backup/Restore, and target a recurring time and date when no other users are logged in to ACS. If other users are logged in to ACS when the scheduled backup job is activated, the data that they are actively using is excluded from the backup file. ACS Technologies recommends that you designate one computer or workstation as a backup workstation, then set the scheduled backup jobs to run on it. If you are operating in a network environment, running the scheduled backup jobs on more than one computer or workstation is highly inefficient and unnecessary. While you can create a backup containing all of your active ACS data with the ACS Backup/Restore program, you should carefully consider your use of the Maximum Number of Stored Backups option, especially if the backup files are initially stored locally. Scheduled backup files are comparatively larger than those created manually, so file space can become an issue depending on the value you set for this option.

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As with manual backup, backup files created with the scheduling option in the ACS Backup/Restore program are typically stored on your hard drive. ACS Technologies strongly recommends that you transfer these files to either removable media or to an off-site storage location. For more information on removable media types and off-site storage, see the Backup Media and Storing Backup Files Off-site topics. Backing up data with LiveStor The LiveStor application, which is not included in the standard install of ACS, is designed to protect your most valuable data files by automatically transferring them over the Internet and storing them safely in secure servers. LiveStor allows you to designate a schedule for transferring files to the off-site servers, as well as the amount of time to store deleted or changed files. LiveStor bases its backup process on jobs, which consist of file transfer directives based upon the options and settings you select when configuring the schedule to activate LiveStor. As with ACS Backup/Restore, when using LiveStor as your primary backup system, other users should not remain logged in to any other ACS application when transferring your data files to the off-site servers. In comparison with ACS Backup/Restore, LiveStor allows you to create scheduled jobs to actively back up, transfer, and store your ACS or non-ACS data to off-site servers. By using LiveStor as your primary backup system, you

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can conveniently store your backups to secure servers, which can help you avoid managing removable backup media. However, as with ACS Backup/Restore, along with this convenience comes the responsibility of ensuring that you configure LiveStor according to the following guidelines and considerations:

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LiveStor is designed to locate and transfer files within the folder or directory that you designate when setting up your jobs. Due to this functionality, ACS Technologies strongly recommends that you ensure that the folder or directory you select contains the data that you want to transfer and store. Please refer to the Backup Media topic for more information on which ACS folders or directories you should designate when using LiveStor as your primary backup system. When creating LiveStor jobs, you designate the schedule for files to be transferred, as well as the duration to keep deleted or changed files on the servers. You should carefully examine when you want to transfer files, as well as how long you want to store files when configuring LiveStor jobs. In the event of a disaster, the folder or structure that you designated using LiveStor is easily restored. However, if LiveStor is your only backup system, you may need to manually overwrite your existing data with that of the restored folder or directory, which will require basic knowledge of how your ACS data is stored. For more information on ACS data directories, please refer to the Backup Media topic. LiveStor is designed to focus on the accurate storage of data. While documents, photos, and music files can be transferred and stored regularly using LiveStor, databases should be compressed using some form of Zip compression. The transfer and storage of raw database directories is not recommended. Since restoring ACS data transferred and stored using LiveStor involves a few additional steps, ACS Technologies strongly recommends that you test this process and ensure that your organization is fully informed of how to restore data in the event of a disaster.

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The following table includes a summary of the advantages and points of consideration related to using LiveStor as your primary backup system: LiveStor Advantages

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Points of Consideration

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Create backup files of your ACS data Maintain an automated schedule for backing up your ACS data Maintain an automated schedule for storing backups of your ACS data Monitor scheduled file transfer jobs online that show the date, time, and current status of each

Not included in the standard install of ACS Restoring data requires knowledge of ACS data directories when using LiveStor as your primary backup system Documents, photos, and music should be compressed before transferring All other ACS users must log out

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backup

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Set a specific number of backup files to maintain Restore backups of your ACS data Individually select datasets to include in a backup file. Store non-ACS data, documents, and files off-site

before backing up data or data is excluded as files are transferred

Backing up data with ACS Backup/Restore and LiveStor When appropriately configured, using an alternating schedule for both ACS Backup/Restore and LiveStor as your primary backup system to back up, transfer, and store backups of your ACS data off-site can give you a higher level of backup and data protection. Since both LiveStor and ACS Backup/Restore are designed to activate according to the schedule that you designate, you can also conveniently automate the entire process of backing up all your ACS data and securely storing it off-site by using this backup system. However, in addition to observing the guidelines and considerations for individually using ACS Backup/Restore and LiveStor, when using this system you should also observe the following:

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You should carefully plan and determine your schedule for using this backup system. You should never schedule ACS Backup/Restore to back up your ACS data at the same time that a LiveStor job is set to activate and run. Conversely, you should never schedule a LiveStor job to run at the same time that ACS Backup/Restore is set to activate and run. ACS Technologies strongly recommends that you test the length of time that it takes for ACS Backup/Restore to activate and complete, then make sure that you schedule your corresponding LiveStor job to activate and run afterwards, allowing for an appropriate amount of time in between. Once you configure ACS Backup/Restore to create and save backup files within a specific folder or directory, then configure LiveStor to locate and transfer the folder or directory to the secure servers, you should avoid making changes to the location or name of the designated folder or directory. Once you set LiveStor and ACS Backup/Restore to automatically back up and transfer your ACS data, it is your responsibility to make sure that the process is completing correctly, and in turn, that the integrity of your stored data is maintained. While using this system provides you with the highest level of data protection available from ACS, ACS Technologies strongly recommends that you test the process of restoring data and make sure that you and your organization are fully informed of what to do in the event of a disaster.

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The following table includes a summary of the advantages and points of consideration related to using ACS Backup/Restore in conjunction with LiveStor as your primary backup system: ACS Backup/Restore in conjunction with LiveStor Advantages Points of Consideration

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Create backup files that include all of your active ACS data Create backup files to store on your local computer or workstation Maintain an automated schedule for backing up and storing your ACS data remotely Verify backups of your ACS data Monitor scheduled file transfer jobs online that show the date, time, and current status of each backup View and print a log containing the User, Date, Time, and Backup Location for each instance your data is backed up or restored Save backups of your ACS data under a specified file name Set a specific number of backup files to maintain Restore backups of your ACS data Individually select datasets to restore from a backup file. Smaller backup file size Store non-ACS data, documents, and files off-site

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All other ACS users must log out before backing up data and transferring files, or data is excluded from the backup file The computer or workstation designated to run the Automatic Backup program must be powered on and cannot be in Hibernate or Stand by mode when backing up data Larger backup file size Backup files stored locally or remotely can require higher storage capacity, depending on the Maximum Number of Stored Backups value

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Backup Media

Backup media encompasses any form of hardware, software, or service that you can use to transfer and store backup files of your data from your local hard drive. You can use two primary classifications of external backup media to store backups of your ACS data: removable media and off-site storage. While both positive and negative aspects exists of using either of these types, ACS

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Technologies recommends that you transfer backups of your ACS data to some form of external backup media. The amount of time necessary to make a backup as well as the amount of space required to store a backup varies according to your organization. ACS Backup/Restore uses zip technology to compress the data, so the amount of space required for the backup is significantly less than the space required for your data. However, depending on the size of the CD's or flash drives that you use, databases that have thousands of records may still require more than one disk. You may want to consider using a program such as LiveStor to store backups of your data files remotely. Removable Media The following table consists of a comparison of some of the different kinds of removable media available, along with a brief description and estimated capacity of each type: Type Zip Disk USB Flash Drive Description Zip disks are durable and are compatible with Zip disk drives. Estimated Capacity 100MB to 250MB

A small, portable drive 64MB to 4GB compatible with standard USB ports that utilizes flash memory to store data (also referred to as a thumb drive). 650MB to 870MB

Compact Disc A popular, compressed media Recordable (CD-R)* designed to be written to once and not erased. Compact Disc - Re- Similar to CD-R discs, but allow Writable (CD-RW)* you to rewrite and erase data. Digital Versatile Disc - Recordable (DVD-R)* Digital Versatile Disc - Re-Writable (DVD-RW)* LS-120 Disk Single or double-sided optical discs designed to be written to once and not erased. Similar to DVD-R discs, but allow you to rewrite and erase data

650MB to 870MB 4GB to 17GB

4GB to 17GB

Contains a higher density than 120MB TO 240 MB 3.5" disks, and is compatible with comparatively faster LS-120 drives (also referred to as a SuperDisk). A removable drive, initially developed by the Iomega Corporation, that maintains a 250MB to 2GB

Jaz Drive

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comparatively higher transfer rate and capacity than disks. External Hard Disk Similar to a standard hard drive, Drive only portable. 2GB to 250GB

* When backing up your ACS data to a CD or DVD, you must first save the backup to a hard drive and then use additional software to copy the files to the CD or DVD. ACS Technologies neither provides this software nor supports writing a backup directly to a CD or DVD. Off-Site Storage Off-site storage refers to any service, vendor, or facility which provides storage and recovery for data. This type of storage can include tape backups, online storage services, and other means of remote data allocation. ACS Technologies offers LiveStor, a product that you can use to remotely store backups of your data files. Remote storage of your files makes sure that your ACS data can be recovered in the event of such disasters as fire, theft, flood, hurricane, tornado, or any natural disaster. For more information about Livestor, please visit the LiveStor Web site at www.livestor.com or contact the LiveStor Sales team at [email protected] Tape backup is a popular tool for backing up large amounts of data on a single computer or large network. There are numerous companies that make complete tape backup solutions, including all necessary hardware and software. However, due to the large variety of formats, ACS Technologies does not support tape backups. This means that you cannot send in your data to ACS Technologies on tape, and ACS Support Representatives cannot help you restore a tape backup. If you have problems restoring a tape backup of your ACS data, you must contact the tape backup vendor or a local computer consultant for assistance. If you choose to back up your data using a tape backup system or any other means of off-site storage separate from the ACS Backup/Restore program, you need to back up the following ACS directories: ACS Version Stand-Alone Directories to Backup c:\winacs\acsdata and all of its sub-directories c:\winacs\acsfdat and all of its sub-directories c:\winacs\acspict and all of its sub-directories (if any) Network n:\acsnet\acsdata and all of its sub-directories (where n: is the network location for the \acsnet directory) n:\acsnet\acsfdat and all of its sub-directories (where n: is the network location for the \acsnet directory) n:\acsnet\acspict and all of its sub-directories (where n: is the network location for the \acsnet directory)

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Storing Backup Files Off-Site

Backup files that you create using ACS Backup/Restore are typically saved on your local hard drive. While this may be a way to resolve logical errors or to restore your most recent data settings when performing major processes in ACS (such as year-end closing or Attendance Promotion), ACS Technologies strongly recommends that you transfer your backup files to either removable media or to an off-site storage location. Backup files that you store on your local hard drive are only as effective as the life of the drive itself and are useless in the event of a major natural disaster (fire, flood, theft, computer malfunction, or operator error). In this context, the practice of transferring your backup files to a safely stored form of removable media or to an off-site storage location is equally as important as creating the backup files. For more information on types of removable media and external storage, please refer to the Backup Media topic.

Strategies for Successful Backups

There are numerous backup strategies available. This is a simple but effective strategy for backing up ACS. Always make sure you label each CD with the type of backup (People, Financial, or The Ministry Scheduler), the date that the backup took place, and the backup file name. ACS Technologies also recommends that you keep a log book with the above information, as well as the name of the staff member who made the backup. You should have at least 4 sets of backup copies to make sure that your data is protected. These sets include: Daily Backup Set A and Daily Backup Set B--You should rotate Sets A and B on a daily basis. For example, use set A on day 1, set B on day 2, set A on day 3, set B on day 4, etc. By rotating CD's, you can protect yourself from backing up to a bad CD. These backups can be used in case of system or hard drive failure or operator error. Weekly Backup Set--You should make a backup at the end of every week and store it at a location other than your workplace. This provides a backup of your data that can be used in case of a catastrophe such as fire or flood. This set of CD's can be reused each week, but you may want to consider rotating this set like you rotate your daily backup sets. You can also use LiveStor to schedule a weekly backup of your data files and to store your data remotely. For more information about LiveStor, please go to www.livestor.com or contact the LiveStor Sales team at [email protected] When using LiveStor, you can call 1-800-6692509 to order a duplicate copy of the ACS program files in case of hard drive failure or catastrophe.

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Monthly Backup Set--You should make a backup copy at the end of each month as part of your end-of-the-month accounting procedures. ACS Technologies recommends making the backup after you have printed your

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month-end reports and before you close the current month. A new set of CD's should be used for each month so that at the end of the year you have 12 monthly backups. These are your archive backups. Make sure you give each backup a different name, or place them in different directories. See the topic Naming Strategies for more information While making the monthly backups, you may also want to back up your picture files. Picture files rarely change, but reimporting them into ACS can be time consuming. You can use the ACS Backup/Restore program to back up the following:

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All ACS data files People only data files Financial only data files The Ministry Scheduler only data files All ACS data files and all ACS system files

You can also back up both your ACS and non-ACS data files remotely using LiveStor.

Naming Strategies

By default, ACS creates file names for your backups based on the product suite. Each of the backup options uses the same naming convention of Data Name_(YYYY.MM.DD)_(hh.mm.ss).zip. The data names and the files contained in the backup are as follows:

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Full -- all data files in the People suite, Financial suite, and The Ministry Scheduler People -- all data files in the People, Organizations, Contributions, Attendance, Connections, Reservations, Special Mailings, Checkpoint, and Yahzeit modules that you own Financial -- all data files in the General Ledger, Accounts Payable, Purchase Orders, Accounts Receivable, Payroll, and Fixed Assets modules that you own TMS -- all data files in The Ministry Scheduler module System -- all ACS data files and ACS system files

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These names work well since the date and time are included in the file name. You do not have the capability of overwriting a previous file. However, you can change the filename to a different naming convention. If you choose to change the filename, make sure to enter a filename that is different from other filenames you used previously.

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ACS Backup

One of the most important computer-related tasks you should perform every day is to make a backup of your data files. A backup is an exact copy of your data files. ACS provides two programs for you to back up and restore your ACS data: ACS Backup/Restore and LiveStor. Backups provide you and your organization with a method of restoring your data in the event of a disaster exactly as it existed on the date the backup file was created. You should regularly schedule time into your work day so that you always perform a daily backup. This is one of the most important computerrelated tasks you perform, regardless of the method or program you use to back up your data. One way to make sure that you make backups on a regular basis is to schedule daily backups using the ACS Backup/Restore program (see the topic About ACS Backup/Restore) in conjunction with the LiveStor product. In the event of a disaster (fire, flood, theft, computer malfunction, or operator error), you can easily restore your data using the backup. For tips on implementing a backup plan when using ACS Backup/Restore or LiveStor, please refer to the topics Comparison of ACS Backup Programs and Tips on Implementing a Backup Plan. In general, backups are stored on an external storage device such as a removable disk or tape. For more information, see the topic Backup Media. To view a sample backup schedule, see the topic Strategies For Successful Backups. You can store backups on a local or network hard drive, but this option is not recommended for routine backups. While the backup is useful for fixing an operator error, a backup stored on your computer is useless in the case of a system or hard drive failure, theft, or a natural disaster. You need to store the backup file to removable media or to an off-site location. In addition to your regularly scheduled backups, you should also back up your data before special events like Year End Clearing in Contributions or

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Attendance Promotion. In case of a mistake or a computer failure during the procedure, you can quickly restore your data and perform the procedures again, saving valuable time. Keep in mind that if you need to restore a backup, the data is only as good as your most recent backup. If your last backup was created a month ago, you must re-enter any information that has been added in the last month. In the event of a fire or other natural disaster, you may not have any paper records. The amount of time necessary to make a backup as well as the amount of space required to store a backup varies according to your organization. ACS Backup/Restore uses zip technology to compress the data, so the amount of space required for the backup is significantly less than the space used for your data. ACS Backup/Restore also provides the option of verifying the integrity of the backup when it is made. When the backup is complete, ACS checks the backup to make sure that there are no problems with the backup media or zip compression.

Defining the ACS Backup/Restore Window

The ACS Backup/Restore program is used to perform routine backups of your ACS data and, if necessary, to restore your ACS data. The Backup/Restore tab contains the following options and command buttons: History -- Displays a record of all activity in the ACS Backup/Restore program. Data Options Full Data Backup -- Select to back up or restore data in the following suites or modules: People suite, Financial suite, The Ministry Scheduler, and Volunteer Manager. People Data Backup -- Select to back up or restore data in the following modules: People, Contributions, Attendance, Organizations, Connections, Special Mailings, Reservations, Yahrzeit, Checkpoint, The Ministry Scheduler, and Volunteer Manager. Financial Data Backup -- Select to back up or restore data in the following modules: General Ledger, Accounts Payable, Accounts Receivable, Payroll, Fixed Assets, and Purchase Orders. Ministry Scheduler Data Backup -- Select to back up or restore The Ministry Scheduler only. Full ACS System Backup -- Select to back up or restore data in the following suites and modules: People suite, Financial suite, The Ministry Scheduler, and Volunteer Manager. The system files in the ACSNET folder are also included in the backup. Additional Options Change Backup Filename -- Select this option to change the name of the backup file. If you do not select this option, ACS assigns a filename using the backup type, current date, and current time (<type>-mmddyyyyhh.mm.ss).

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Exclude Picture Files -- Select to exclude picture files from your backup. Selecting this option reduces the file size of your backup. ACS Technologies recommends that you only periodically back up your picture files due to file size. Verify Backup (Highly Recommended) -- Select to verify the integrity of the backup file after the backup is made. ACS Technologies recommends that you select this option to make sure that your backup is successful. If the backup fails verification, you should make another backup using a different set of disks. Configuration Backup Destination Directory -- Displays the location of your ACS backup files. Click the Lookup button to select a location on your network or workstation. ACS Backup Buttons Backup -- Click to begin a back up of your ACS data. Restore -- Click to restore a previous backup of your ACS data. Print History -- Click to print the Backup/Restore Log. The report lists the following information for each instance a backup was made or restored using the ACS Backup/Restore program:

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User Date Time Backup location Computer used

Clear History -- Click to delete the information that displays in the History grid in the ACS Backup/Restore window. Close -- Click to exit the ACS Backup/Restore program. Schedule Backup -- Click to access the Schedule Automatic Backup window where you can set up a schedule for your ACS backup routines.

-- Click to access the ACS LiveStor Web page. Here you can get information on transferring up your files over the Internet and storing them on our secure servers. You can click links to chat with Sales, get pricing information, answers to FAQ's, and much more. The Scheduled Backups tab contains the following fields and buttons: Schedule Backup Name -- Displays the name of the scheduled backup job. Date -- Displays the date the scheduled backup job was created. Created by -- Displays the name of the user who created the scheduled backup job.

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Active -- Displays the status of the scheduled backup job. The following statuses display:

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-- Active. -- Not active.

Last Backup -- Displays the last date the scheduled backup job occurred. Next Backup -- Displays the next date the scheduled backup job is to occur. Configuration Details -- Displays the a list of the files contained in the backup. Location -- Displays the directory name where the backup file is stored. Maximum Storage -- Displays the amount of space Scheduled Backup Job Buttons Edit -- Click to change a selected scheduled backup job. Delete -- Click to delete a selected scheduled backup job. (De)Activate -- Click to change the status of a selected scheduled backup job.

Logging In to ACS Backup

You must have security rights to perform a backup. To log in to ACS Backup 1. On the Microsoft® Windows® taskbar, click Start, point to All Programs, point to ACS, point to ACS Tools, then click ACS Backup. 2. Enter your user name. 3. Enter your password. 4. Click OK.

Performing a Manual Backup of Your Data

To make sure that the backup file was created successfully, you can verify the backup file. For more information on verifying backup files, please refer to the Verifying a Backup topic. When backing up data using ACS Backup or ACS Automatic Backup, you must avoid the following:

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CAUTION

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Do not shut down or turn off the power to the computer that you are using to back up data during the backup process. Do not log off of the computer at any time during the backup process. You must remain logged in for the backup to process.

16

ACS Backup

·

If your operating system provides a Hibernate or Stand by option, you must disable this option to maintain your current backup schedule.

To back up your data files 1. Close all other ACS programs. If any other user is currently logged in to ACS, data files may not back up properly. 2. On the Microsoft® Windows® taskbar, click Start, point to ALLPrograms, point to ACS, point to ACS Tools, then click ACS Backup. 3. Enter your user name and password. 4. Click OK. 5. Under Data Options, select the backup that you want to perform. 6. Under Additional Options, make the appropriate selections. 7. Verify the backup destination. If necessary, click Lookup different location. to select a

8. If you are backing up to a zip disk or a flash drive, insert the disk or drive. 9. Click Backup. 10. If you selected to change the filename, enter a filename and click OK.

Verifying a Backup

Sometimes a backup can become corrupted while it is being made. ACS can perform a validity test after you make a backup. To verify a backup 1. On the ACS Backup menu, select Verify Backup (Highly Recommended) under Additional Utilities. 2. Back up your data. 3. Optional: Click Print History to view or print the Backup/Restore Log report.

Printing the Backup/Restore Log

The Backup/Restore Log lists the user, date, time, location, and computer name for each instance your data is backed up or restored. You can use the Backup/Restore Log to determine the last person who backed up or restored data and to verify that backups are successful. To print the Backup/Restore Log 1. On the Microsoft® Windows® taskbar, click Start, point to Programs, point to ACS, point to ACS Tools, and then click ACSBackup.

17

ACS Version 10 - Backup

2. Enter your user name and password. 3. Click OK. 4. Click Print History. 5. Click the Print 6. Click OK. button.

18

ACS Automatic Backup

ACS Backup/Restore

One of the most important computer-related tasks you should perform every day is to make a backup of your data files. A backup is an exact copy of your data files. The ACS Backup/Restore program provides two methods for you to back up and restore your ACS data: a manual backup and a scheduled backup. One good way to make sure that you make backups on a regular basis is by using the ACS Backup Schedule. Backups created in the ACS Schedule Backup program must be saved to a hard drive or a network drive. The Backup Schedule program does not allow you to save your backup files to removable media, such as CD's. You can use a Zip drive to save your backup files if there is adequate space on the Zip disk. For more information, see the Backup Media Help topic Backups can be stored on a local or network hard drive, but this option is not recommended for routine backups. While the backup is useful for fixing an operator error, it is useless in the case of a system or hard drive failure, theft, or a natural disaster. However, ACS Technologies offers LiveStor, a product that you can use to remotely store backups of your data files off-site. This makes sure that your ACS data is recoverable in the event of such disasters. For more information about Livestor, please go to www.livestor.com or contact the LiveStor Sales team at [email protected] For tips on implementing a backup plan when using ACS Backup/Restore or LiveStor, please refer to the Comparison of ACS Backup Programs and Tips on Implementing a Backup Plan topics.

Defining the Schedule Automatic Backup Window

Use the ACS Backup/Restore program to establish an automatic schedule to perform routine backups of your ACS data and if necessary, restore any previous backups.

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ACS Version 10 - Backup

The following information are important items to consider when using the ACS Backup/Restore program:

· · ·

The first time you access the Schedule Automatic Backup window, you must enter a schedule name. You can select a different destination directory for each automatic backup job that you set up. If you use LiveStor, leaving the Exclude Picture Files and Exclude Rebuilt Files options cleared may increase your monthly fee due to an increase in the size of the backup file created. To finalize any additions or changes to your schedule, you must click OK.

·

The ACS Schedule Automatic Backup window contains the following options and command buttons: Data Options Full Data Backup -- Select to back up or restore data in the following suites or modules: People suite, Financial suite, The Ministry Scheduler, and Volunteer Manager. People Data Backup -- Select to back up or restore data in the following modules: People, Contributions, Attendance, Organizations, Connections, Special Mailings, Reservations, Yahrzeit, Checkpoint, The Ministry Scheduler, and Volunteer Manager. Financial Data Backup -- Select to back up or restore data in the following modules: General Ledger, Accounts Payable, Accounts Receivable, Payroll, Fixed Assets, and Purchase Orders. Ministry Scheduler Data Backup -- Select to back up or restore The Ministry Scheduler only. Full ACS System Backup -- Select to back up or restore data and the ACS files in the following suites and modules: People suite, Financial suite, The Ministry Scheduler, and Volunteer Manager. Additional Options Exclude Picture Files -- Select to exclude picture files from your backup. Selecting this option reduces the file size of your backup. ACS Technologies recommends that you only periodically back up your picture files due to file size. Verify Backup (Highly Recommended) -- Select to verify the integrity of the backup file after the backup is made. ACS Technologies recommends that you select this option to make sure that your backup is successful. If the backup fails verification, you should make another backup using a different CD or zip disk. Configuration Schedule Name -- Click in the text box to enter a schedule name. Destination Directory -- Displays the location of your ACS backup files. Click the Lookup button to select a location on your network or workstation.

20

ACS Automatic Backup

Maximum number of Stored Backups -- Displays the number of backup files that you want to keep before the oldest file is deleted. Click the Up and Down Arrows to increase or decrease the number. Frequency Select how often you want the ACS Backup/Restore program to run.

· · ·

Daily -- Select this option to create a backup on a daily basis. Weekly -- Select this option to create a backup on a weekly basis. Monthly -- Select this option to create a backup on a monthly basis.

Date/Time Scheduled For -- Enter the date and time for the next backup to occur. Click the Down Arrow to select a date in the calendar. In the calendar window, click the Up and Down Arrows to select the time of the backup.

·

Every Day(s) -- Displays when you select the Daily frequency. Click the Up and Down Arrows to select the number of days between backups. Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday -- Displays when you select the Weekly frequency. Select the day of the week that you want the backup to occur. The of every month -- Displays when you

·

·

select the Monthly frequency. Click the Down Arrows to select the week of the month or the day of the week in the drop-down lists. ACS Backup Scheduler Menu Buttons OK -- Click to accept all actions. Cancel -- Click to cancel any actions.

Installing ACS Backup Service

The ACS Backup Service program utility is installed on your computer with the ACS Upgrade executable that you download from the ACS Web site or the ACS Install CD. After you install the ACS software, you must run the utility to configure the ACS Backup Service program. To access the Schedule Backup option in the ACS Backup/Restore program, you must have user rights in ACS Utilities. You must also have a valid user name and password. The Schedule Backup option allows you to establish and maintain a schedule for making regular backups of your ACS data and system files. Once you have set a backup routine, you can modify your routine of making backups to suit your needs or restore any previous ACS data or system files in the case of a disaster. To install the ACS Backup Service 1. Install the latest ACS edition upgrade.

21

ACS Version 10 - Backup

2. On the Microsoft® Windows® taskbar, click Start, right-click on My Computer, click Explore, expand Local Disk (C:), then click ACSNET or Winacs. 3. On the right side of the window, double-click the utility for Backup_Service_Install.exe. 4. Click OK. button

Configuring the ACS Backup Schedule Service

After you install the backup service utility, you can set up the service to run on your computer. If you have not installed the utility, see Installing ACS Backup Service. To configure the ACS Backup Service, you must have administrative rights. If you are on a network, you should set up the ACS Backup Service on your server. Once you set up the service, you can then schedule your backups. For information on scheduling regular backups, see Creating a Backup Schedule. To configure the ACS Backup Schedule Service 1. On the Microsoft® Windows® taskbar, click Start, right-click on My Computer, then click Manage. 2. Under Computer Management, expand Services and Applications, then click Services. 3. Under Name, double-click on ACS Service. 4. Click the Log On tab. 5. Select This Account and enter your administrative user name and password. 6. Enter your password again to confirm it. 7. Click Apply. 8. Click OK to the message that displays. 9. Click OK. 10. Click Restart the service.

Creating a Backup Schedule

You must configure the ACS Backup Service before you can create a schedule for backup jobs. If you have not already done so, see the topic Configuring the Backup Schedule Service. You have many backup scheduling options available. One item to note is that the ACS scheduled backup program uses military time for the hours of the day. The following table lists the 24 hours in a day and the correct military time for each hour: Clock Time Military Time Clock Time Military Time

22

ACS Automatic Backup

12:00 AM 1:00 AM 2:00 AM 3:00 AM 4:00 AM 5:00 AM 6:00 AM 7:00 AM 8:00 AM 9:00 AM 10:00 AM 11:00 AM

0000 0100 0200 0300 0400 0500 0600 0700 0800 0900 1000 1100

12:00 PM 1:00 PM 2:00 PM 3:00 PM 4:00 PM 5:00 PM 6:00 PM 7:00 PM 8:00 PM 9:00 PM 10:00 PM 11:00 PM

1200 1300 1400 1500 1600 1700 1800 1900 2000 2100 2200 2300

The scheduled backup program is designed to back up to a hard drive. You can select the number of backup files that you want to keep in the directory. As each successful backup is completed, ACS purges the oldest backup file from the directory. This process helps to save storage space on your hard drive. However, you can also back up to Zip drives and similar media. If you choose to back up to a Zip drive or other media, make sure the medium is inserted in the appropriate drive on the computer. If you are backing up to tape, you must use the software that came with the tape drive. Refer to the documentation that is included with your tape backup system for information on how to perform a tape backup. With a tape backup, you must back up all the files in the \Acsdata, \Acsfdat, and \Acspict directories. For each scheduled backup job that you set up, you can enter a different Destination Directory to store the backup file. When selecting the Destination Directory, ACS Technologies recommends that you do not choose any location within the WINACS or ACSNET directories. To create a scheduled backup job 1. On the Microsoft® Windows® taskbar, click Start, point to ALLPrograms, point to ACS, point to ACS Tools, then click ACS Backup. 2. Enter your ACS user name and password. 3. In the actions list, click Schedule Backup. 4. Under Data Options, select a backup option. 5. Under Additional Options, select the appropriate options. 6. Enter a schedule name for this job.

23

ACS Version 10 - Backup

7. Select the directory where you want to store the backup files. 8. Select the number of stored backup files you want to keep in the listed directory. 9. Under Frequency, select Daily, Weekly, or Monthly. 10. Under Date/Time, select the specified daily, weekly, or monthly schedule that you want. 11. Click OK.

Editing a Scheduled Backup Job

If you have already set up a scheduled backup job, you can edit the existing backup schedule. To edit a scheduled backup job 1. On the Microsoft® Windows® taskbar, click Start, point to Programs, point to ACS, point to ACS Tools, and then click ACSBackup. 2. Enter your ACS user name and password. 3. Click OK. 4. Click the Scheduled Backups tab. 5. Select the scheduled backup job that you want to change and click Edit. 6. Make the necessary changes and click OK. 7. In the Select Datasets to Backup/Restore window, make the necessary changes and click OK.

Deleting a Backup

If necessary, you can delete an existing backup file created with the ACS Backup/Restore program. Deleting old backup files that you no longer need clears file space in your designated backup location. To delete a backup 1. On the Microsoft® Windows® taskbar, click Start, point to Programs, point to ACS, point to ACS Tools, and then click ACSBackup. 2. Enter your ACS user name and password. 3. Click OK. 4. Click the Scheduled Backups tab. 5. Select the backup file that you want to delete in the list. 6. Click Delete. 7. Click OK.

24

ACS Automatic Backup

Restoring a Backup

You can restore a previous backup created with the ACS Backup/Restore program in the case of a disaster or fatal error. When you restore ACS data, you overwrite any existing ACS data that resides on your system. ACS Technologies recommends you make another backup before restoring a backup.

CAUTION

To restore a backup 1. On the Microsoft® Windows® taskbar, click Start, point to Programs, point to ACS, point to ACS Tools, and then click ACSBackup. 2. Enter your user name and password. 3. Click OK. 4. Click Restore. 5. Select the backup file that you want to restore and click Open. 6. Select the datasets that you want to restore and click OK.

25

Glossary

B

Back up: (vb) To make a copy of your data onto a different strorage medium for safety. Backup: (n) A copy of your data that can be restored if necessary.

M

Media: The different types of storage used with computers, such as floppy disks, CDROMs and hard drives.

R

Restore: To load data kept in a backup into your data base after a data loss or hardware failure.

27

Index

B

backup about .................................................. 13 media ................................................... 8 naming strategies .............................. 12 options ............................................... 14 performing.......................................... 16 printing log ......................................... 17 strategies ........................................... 11 verify data .......................................... 17 backup...................................................... 8 backup.................................................... 11 backup.................................................... 12 backup.................................................... 13 backup.................................................... 14 backup.................................................... 16 backup.................................................... 17 backup.................................................... 17

M

media, backup .......................................... 8

N

naming strategies, backups.................... 12

P

printing, backup log ................................ 17

T

tape backups ............................................ 8

V

verify data, backup ................................. 17

29

Information

ACS - Backup

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