howto: Backup your data files


Step 1: Get Ready.
Step 2: Backup your data files everyday.
Step 3: Backup your entire system as needed.

NOTE: The system will not save a file if it is in use.


Purchase a set of blank backup tapes

You will need at least eight tapes. The tapes probably come in ten-packs. The kind of tape depends upon the tape drive installed on your machine. IBM shipped a tape with your machine. You should call your forms or supplies provider to order the tapes. If you need help, call Cox and Company.

Label the tapes

Label five of the tapes Monday, Tuesday, Wednesday, Thursday, and Friday. Label three of the tapes System. The labels may come with the tapes. Your supplier may have a set of labels. 

Engage the County IT staff

These are general instructions for all counties. You should make sure that your procedures conform to the county practices and policies. Call the IT department. Tell them what you are doing. Get their concurrence. 
Follow their recommendations. 

Backing up data is an audit point – you need to make sure that you are not written up on your backup procedures. More importantly, you need to make sure that your procedures are appropriate for your county.

Appoint the responsible persons

There should be a person responsible for the backup. The primary should have a backup. Appoint the primary and the backup. Make sure they understand the importance of backing up your data.

Call Cox and Company

We will need to set up a control file. Call Cathy at 704-374-1750 x21 or send an email to
casey@coxandcompany.com.

howto: Backup your data files everyday

Put the tape in the tape drive

Remove the tape from the day before. Insert the tape for the day into the tape drive. On Monday, put the tape labeled Monday into the drive, and so on.

Rotate the tape at the offsite location

Backing up your data does you no good if the building burns down the next day. Take the tape you removed from the machine to an offsite location. Bring back a tape from the offsite location to replace the one you delivered.

If this step gets tedious, buy more tapes and develop a rotation plan. The IT department can help.

Run the ‘Daily Backup Procedure’ on menu 95

Immediately after you insert the day’s tape into the machine, go to menu menu and run the ‘Daily Backup Procedure’ option.