Payroll Software by Medlin Accounting

Medlin Accounting Software

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Medlin Accounting
1461 Sproul Ave
Napa, CA 94559
707-255-4475
FAX 707-255-9266

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Backing Up and Restoring Data Files

  • I use one "disk" over and over for my backups. Is this OK?
    • No!  You should be using a rotation of disks.  Let's say you backup every day onto the same disk.  You make a backup on day one and another on day two.  On day three, you discover there was a problem with the data, which happened on day two.  The data you now need to restore is from day one.  Unfortunately you no longer have day one's data since you replaced it with day two's data.
    • Diskettes and CD's are under 50 cents each - much cheaper than time spent recreating lost data.
  • What do you suggest as a good backup rotation/routine?
    • This rotation uses a total of 11 "disks", plus a "permanent disk" at the end of each year.
    • Four "daily disks" labeled Monday, Tuesday, Wednesday, and Thursday. (Friday is covered by the weekly disk.)  At the end of each day, backup on to the appropriate disk.
    • Three "weekly disks" labeled Weekly 1, Weekly 2, and Weekly 3.  (The fourth and fifth weeks are covered by the monthly disk.)  At the end of each week, backup onto the appropriate disk.
    • Use a rotation of four monthly disks labeled Monthly 1, Monthly 2, Monthly 3, and Monthly 4.
      • Monthly 1 gets used at the end of Jan, May, and Sept
      • Monthly 2 gets used at the end of Feb, Jun, and Oct
      • Monthly 3 gets used at the end of Mar, Jul, and Nov
      • Monthly 4 gets used at the end of Apr and Aug.  (Dec is covered by the yearly disk)
    • Make a "permanent" backup at the end of each year.
    • This backup method gives you multiple backups to choose from should you ever need them.  If you do not discover an error for two months, you will still have the data from two months ago to reuse.
    • If you spend less than an hour a day making entries, you can consider skipping daily backups.
  • What else should I be doing to protect my data?
    • Test your backups.  When you "need" a backup is not the time to find out the disk is bad or the drive is not working.
    • Test your hard drive every month or so.
    • Protect your computer against sudden power losses.  Consider using a battery backup unit if your area has power outages more than once a year.  The "other" power outage is simply hitting the power or reset buttons at the wrong time.  Position your computer so you cannot easily bump the power button.  Make sure you cannot kick, bump, or drop something on your surge protector or power strip.
  • How do I test a backup?
    • For a "real world" test:
      • Open Medlin
      • Click File
      • Click Add New Client
      • Create a client named TEST
      • After the new client is created
        • Click File
        • Click Change Data Path
        • Change to the TEST path
        • Restore the data and see if the restored data is correct.
    • Beginning with Version 3.8, all of the data files are combined (and compressed to save space) into a single file with the name medlin.sav.  If you backup onto floppy disks, you will be saving a series of files with the extension of ".sav".  You will not be able to open the files directly from your floppy disk.
  • How do I restore?
    • Open Medlin, click File, then click Restore