Following a system of making backups

It's important that you follow a system of making and storing your backups properly so you're always covered in event of an emergency. Here are some suggestions for making backups:

Make a backup each time you exit MYOB BusinessBasics. To make this easy to remember, mark the Prompt for Data Backup When Closing selection in the Security section of the Preferences window. Then, each time you exit BusinessBasics, an alert message will appear, asking whether you want to create a backup of your company file.

Store your backups in places other than the hard disk where your company's company file exists. If that hard disk is damaged, a backup file could become as damaged as any other file on that computer. We recommend that as soon as you make a backup, copy that backup to a diskette or to a network location.

Keep more than one backup from different time periods, such as days or weeks. Say, for example, you use BusinessBasics every day; you might keep five backup disks-one for each business day of the week. At the end of each day, you'd copy your backup onto the appropriate day's diskette. The next week, you'd copy Monday's backup onto the diskette that contained the previous Monday's backup, and so on for the rest of the week. (Be sure to delete the previous week's backup from the diskette first.)

You might decide to follow another routine-say, keeping 10 backup disks and reusing them every other week, instead of every week. The important thing is to develop a regular routine and to follow through with it. This will ensure that you'll always have a reliable backup from a recent time period.

After you've made all entries for an accounting period-which typically happens a few days into the next accounting period-make an official "end-of-the-month" backup and store it in a safe place. We suggest you label this backup clearly with the name of the month. At the end of the 12-month fiscal year, you should have 12 monthly backups.

We recommend that you periodically restore a backup you've made and open the backed-up company file as a safety measure to ensure that the backups you're creating will be usable if you ever need them. Backups can and sometimes do fail when they're restored. These failures can be traced to problems with the backup media (disks, tape cartridges and the like), including exposure to magnetism, excessive heat or moisture. Problems with your computer's hard disk can damage BusinessBasics itself so that the Restore program no longer works properly; this is a rare occurrence, but it can happen. In addition, restoring a backup can help you to identify errors you may have made in the backup process and fix them.

Step by step
To make a backup