Purchase the 1TB or 2TB External
HD to the server (even better attach it to a workstation that
will be used as the backup in the case of a server failure)
Setup an automatic weekday backup
for the server (to save all files) to the external HD using
Windows Scheduler or other software.
Setup an automatic weekday backup of your
Accounting Data Files, to a separate directory by the day
of the week (e.g. Monday, Tuesday, etc.), in case an error that
isn't immediately discovered.
Setup a notification system on the computers of at least two
staff members to indicate the status of the backup.
Having an outside professional monitor this in addition is
recommended.
Setup an Internet backup service
(Carbonite is $56/year) to save backup all non-program files on
the server to the Internet.
Setup
an automatic Weekday backup of your Accounting Data
Files to a separate directory by the day of the week, in order
to prevent overwriting a good file with an error that was not
discovered. Directory examples Week1, Week2, etc.)
Setup an automatic Monthly backup
of your Accounting Data Files & Program
Files to a separate directory by the Month, so that an
error that isn't immediately discovered doesn't overwrite a good
file. Directory examples Month01, Month02, etc.)
Setup an automatic Annual backup
of your Accounting Data Files & Program
Files to a separate directory, so that an error that
isn't immediately discovered doesn't overwrite a good file.
Directory examples Year1, Year2, etc.)
Setup an Annual backup of your
Accounting Data Files & Program Files
to a DVD or CD to be kept offsite, in a safe place, by a senior
member of the management team. Use Google calendar
to send email reminders several staff member that its time for
this.
At least
quarterly, one of your staff members or an outside
professional, shouldaccess the backup hard driveto see if there is enough room and detect any other
problems. I like to use Google calendar to setup automatic
reminders by email. And, at least weekly, someone should
check that the anti-virus software is updating and scanning.
Setup each of the other workstations
to backup certain files to the server daily (e.g. xls, doc, PDF,
ppt, addressbook and email files) to a separate backup directory
on the server (this would then be backed
up by the internet backup service) There is no
security on accessing these files; therefore, any confidential
files will have to be specially handled
Test using the backup as if the server were down (We suggest
this be done at least annually)
Don't forget a periodic backup of your website data, websites
get hacked and Internet hosts go out of business without notice.
After your monthly backup, it is a good time to defragment
your computer (preferably with something better than the windows
defragmentation tool).
After your monthly backup, is a good time to check your
anti-virus's definition file is current and to do a complete
virus scan followed by a scan with the free version of another
virus software without having to un-install & re-install.
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