Data Security

Why is data security vital?

If you can imagine what it would be like if, due to some reason beyond your control, such as a slight dip in the mains power supply, your computer loses the ability to read your data, or a computer virus strikes, you no longer have your computer data files - then you will understand how important regular and effective back-ups are.

Sometimes, due to the pressure of work, one feels that a back-up once a week is okay - after just one day, imagine what it would be like to have to do all the day's work over again, and worse, what about all the things you changed on the computer without making any notes on paper of the changes.

No words can describe the agony of a major data loss, but suffice to say that computer operators have lost their jobs through not making back-ups.

Back-up methods

Floppy disks

Floppy disks are cheaper than tape, especially initially, but they do require more operator time. Due to time-consuming nature of the floppy disk method, the full hard disk is seldom, if ever, backed up - instead only important data files are backed up. This is all right except when a disk crash requires that the hard disk needs to be reinitialised - then you need the help of a computer expert and some help from 3P Software, in order to get back all parts of the operating system.

Tape cartridge

Tape cartridge back-up is easy and requires only the push of a button to perform. Thus, in contrast to the floppy disk method, full disk back-ups are the norm. Cost is higher than for floppies but very affordable nevertheless.

"Zip" drive

This can be a very convenient way to store data.  Similar in operation to a floppy disk, but with a capacity of nearly 100 times more. 

How often?

Typically, backups should be made daily, but actually you need to weigh the risk of losing your work against the effort of making the backup. You could make a backup after every few hour's work has been entered. If cartridge tape is used, back-up of the complete system should be made on a daily, or twice daily, basis. If diskettes are used, a program is provided to back-up only the essential data files on a daily (or twice daily) basis.

At least 4 (four) sets or cartridges of data back-up must be kept in addition to the set for the complete hard disk. Label one set (cartridge) 'EVEN MONTH', another set 'ODD MONTH' and the other 2 sets 'DAILY Mon.-Wed.' and 'DAILY Thu.-Sun.'. Each month end, before performing the month-end routines, a back-up will be made onto either 'EVEN MONTH' for Feb., April, June etc., or 'ODD MONTH' for Jan., Mar., May etc. This month-end back-up MUST include all the changes made to the essential data files since the last complete hard disk back-up. Every day, or whenever a couple of hours work has been put into the computer, back-up must be taken onto the 'DAILY' sets of all the essential data files that have changed since the last MONTH-END back-up. A different set of back-up disks or cartridge must be used each few days.

• DO NOT leave yourself without a reasonably up-to-date copy to fall back to. Remember, the moment you start copying onto a disk or tape the existing data on it is erased.

Nonessential data files include the 'indexes'. The indexes must be recreated after a restore from back-up. A menu option on the 'Utilities' sub-menu, namely 'eXpand', is provided for this. Indexes are recreated without expanding the files if you add "-1" to each file. For proper security of the data, the latest month-end AND daily back-up MUST be kept at a remote location. Remember too, for security against espionage, the back-ups must be kept from unauthorised persons as carefully as is the working system.

Software Security

Instruction on the security of the software in the event of computer failure is dependent on the particular installation and is not within the scope of these instructions. But, to generalise briefly, at least two copies of the complete hard disk (on either two sets of floppy disks, or data cartridges), with at least one of the sets stored at a completely different location, is vital for the security of your system. One (ONLY the oldest one) of the sets must be updated each time changes are made to the system - or at least once a year. If you are on a software maintenance plan with Shopkeeper Solutions, then Shopkeeper Solutions will keep a back-up for you, but only of The Jewellery Shopkeeper program. It is the user's responsibility to keep back-up copies of all other programs and data.