Best Practices for an Effective Backup Plan

Best Practices for BackupAre you prepared for a disaster? Many of our clients track thousands of fixed assets and all of the associated information. What would happen if your server went down? It is important to verify with your IT department that your fixed asset database is being properly backed up.

Regular backups are vital to ensure all of your monthly updates are preserved. Below we offer a basic strategy and best practices for backup.

Rotation Scheme – since fixed asset data does not change every day of the month a daily backup is usually not necessary. At a minimum, we recommend a weekly/monthly/annual rotation:

  • Weekly – at the end of each work week
  • Monthly – after the month end close of the books
  • Annual – after the close of your fiscal year

Storage Location – most of the backups can reside at your location but it is also necessary to employ a secondary place to store periodic files.

  • On-premise – stored in your local data center.
  • Off site – periodic backups should be sent to a remote location for effective disaster recovery.

Additional Considerations – it is also critically important to establish exactly what is being backed up, who is in charge of the backup procedure and that the backup is successful.

  • Who – this is typically an IT function but it is up to the fixed asset system administrator to ensure that this process has been defined and is being executed on a regular schedule.
  • What – the fixed asset SQL Server database contains all of your company’s data and can be easily backed up through SQL Server Enterprise Manager or other utilities. Additionally you may want to consider making periodic copies of the application folder.
  • When – establish backup timing based on the rotation scheme above.
  • How – all of this is a waste of time of the backups are not successful. Make sure that you test your backups BEFORE you need them.

A good backup strategy is not difficult to establish and will give you piece of mind in the reliability of your software. Hopefully you will never need to actually utilize your backup files, but if one day it does become necessary then you will be very glad to have a reliable copy available.

Questions? Comments? Let us know in the comments section below.

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