**Importance of Backing Up POS Files and Protecting the PC**

[rickpos]

If you've worked with computers even a short amount of time, you've heard stories of someone who didn't take the time to backup their data and the many days of frustration (sometimes consequences) that followed. This is especially true when the data in question relates to a business (ie. manually correcting inventory, etc.)

It's a bit of a read, but I think it'll be worth your time.... Perhaps Dale can include it with the POS distribution?

With that in mind, I'd like to suggest a few things that will help safeguard your data.

1. Run your POS system off a UPS. You don't need an 1100VA model for the job, as you only need a few minutes to close the register and run a backup program/batch file. A 500VA model should be more than enough for this task. I suggest no less than 500VA so you won't run the risk of having the UPS shut-off in the middle of the process. Those running multiple registers may think twice about purchasing a UPS for every station because of the initial cost of implementing them. My answer to that is: Carefully think of how much time and money (since nobody works for free) will be lost to correcting the stock table and manually re-entering lost transactions. At around $50-60 per station for a 500VA UPS, it is a worthwhile investment, IMHO. That is if you're serious about safeguarding your data.

2. If you're networking registers, purchase an inline RJ45 surge protector for each station. This is an electrical entry point that many don't learn about until it's too late. It's a frustrating realization for those who purchased a UPS thinking their system would be protected from power irregularities (for the exception of a direct lightning strike, which would toast anything in its way.)

3. Do some research and choose a method for backing up your data that will suit your needs (ie. Tape drive, CDRW, USB Key, etc.) Whichever backup method you choose, make sure to purchase at least two pieces of media. This is suggested in order to limit your loss in case the backup media goes bad. Should you choose to use a tape drive, for example, keep in mind that it's media has a shelf life and is sensitive to variations in storage temperatures and conditions (ie. going from a warm environment in an office to cold weather outside, etc.) All forms of media have their pros and cons, so I'll stress the importance of good research. For those running a small to medium sized store, a 250MB Zip drive or equivalent, or a 256MB USB key should be more than enough. However, those who choose to store customer information may need to look into using a higher capacity drive. When making your decision, keep in mind how much time it will take to complete a backup as your UPS solution has to provide sufficient run-time. In my opinion, an internal Zip drive or equivalent would be a better bet as you wouldn't have to wait for a program to load. A simple batch file would do the job. The same would be true for a USB key.

4. Have a backup/restore plan in place. This is akin to having a family emergency plan in the event that a natural disaster strikes. Somewhere near the PC (or taped to the monitor), list the backup/restore procedures. Note the importance of keeping track of time as the UPS would not keep the PC running for too long. If you're running a small store with one cash register, the procedure would be completed with relative ease. This becomes a bit more challenging in a bigger store or restaurant environment. In that case, you'll have to take the time to train your employees and possibly conduct a dry-run so they don't freeze up when time is of the essence. In a networked environment running under Windows or DOS for that matter, I suggest that the Global cash register be run off a more powerful UPS to give you additional time to backup the data once the remote registers have completed their run.

5. ** Get into habit of backing up daily ** This can not be stressed enough!

Below are a couple of examples of batch files that you can use to implement your backup solution. If you'll be using a tape or CDRW drive, you'll have to run through the steps a few times and write them down as you go to make sure the procedure is as efficient as possible.

For simplicity's sake, you can name the batch file "backup.bat". The basic assumption is that POS is located on the C: drive and the backup drive is on D:. Modify the batch file accordingly. You'll note that I use REM statements in my examples. I do this so that folks that are not too familiar with batch files can know what's going on. The use of REM lines without text are only there to space the commands. Feel free to remove them when creating your batch file(s). The switches /V and /Y used in the copy command are for verifying that the files copied match the original and for overwriting existing files. That last note is intended for those wanting to know why those switches were used.

Example 1: Backing up to local drive and Zip drive or USB key
------------------------------------------------------------------------

@echo off
rem Creates local backup directory if it doesn't exist
rem -------------------------------------------------------
rem
if not exist c:\posback md c:\posback
rem
rem Creates backup directory on Zip disk or USB key if it doesn't exist
rem ----------------------------------------------------------------------------
if not exist d:\posback md d:\posback
echo Backing up POS data to backup drive (D:\POSBACK).... Please wait!
copy c:\pos d:\posback /V /Y > nul
rem
echo Backing up POS data to local drive (C:\POSBACK).... Please wait!
copy c:\pos c:\posback /V /Y > nul
rem
echo Done!
echo.
echo Remove backup media and store in a safe location!
echo.


Example 2: Backing up to local drive and network server drive
-------------------------------------------------------------------------

For this setup, I recommend sharing a directory on the server and creating sub-directories for each register (ie. REG-A, REG-B, etc.) Modify the batch file accordingly.


@echo off
if "%1" == "" goto idreg
rem Creates local backup directory if it doesn't exist
rem -------------------------------------------------------
rem
if not exist c:\posback md c:\posback
rem
rem Creates backup directory on server drive if it doesn't exist
rem -------------------------------------------------------
if not exist d:\reg-%1 md d:\reg-%1
rem
echo Backing up POS data to network drive (D:\REG-%1).... Please wait!
copy c:\pos d:\reg-%1 /V /Y > nul
rem
echo Backing up POS data to local drive (C:\POSBACK).... Please wait!
copy c:\pos c:\posback /V /Y > nul
echo Done!
echo.
echo Let your manager know that you've completed the backup!
echo.
goto end

:idreg
echo.
echo Need register identifer before proceeding!
echo.
echo Example: backup a or backup 1
echo.
goto end

:end



Example 3: Restoring backed up data from local copy or Zip disk/USB key
-------------------------------------------------------------------------------------

You can call this file "restore.bat" This is for a NON-NETWORKED PC.

@echo off
if "%1" == "" goto needopt
echo.
echo **Warning**
echo.
echo Restoring data will result in loss of transactions since last backup!
echo.
echo Press any key to continue or CTRL-C to exit....
pause > nul
echo.
if "%1"=="2" goto restdev
echo Restoring POS data from local drive (C:\POSBACK).... Please wait!
copy c:\posback c:\pos /V /Y > nul
echo Done.
echo.
goto end

:restdev
echo Restoring POS data from backup device (D:\POSBACK).... Please wait!
copy d:\posback c:\pos /V /Y > nul
echo Done.
echo.
goto end

:needopt
echo.
echo You need to enter restore option before operation can continue!
echo.
echo Example:
echo.
echo restore 1 (for restoring from local copy)
echo restore 2 (for restoring from backup device)
echo.
goto end

:end

Example 4: Restoring backed up data from local copy or server drive
--------------------------------------------------------------------------------

You can call this file "restnet.bat"

@echo off
if "%1" == "" goto needopt
echo.
echo **Warning**
echo.
echo Restoring data will result in loss of transactions since last backup!
echo.
echo Press any key to continue or CTRL-C to exit....
pause > nul
echo.
if "%1"=="2" goto restdev
echo Restoring POS data from local drive (C:\POSBACK).... Please wait!
copy c:\posback c:\pos /V /Y > nul
echo Done!
echo.
goto end

:restdev
echo Restoring POS data from server drive (D:\REG-%2).... Please wait!
copy d:\reg-%2 c:\pos /V /Y > nul
echo Done!
echo.
goto end

:needopt
echo.
echo You need to enter restore option before operation can continue!
echo.
echo Example:
echo.
echo restore 1 (for restoring from local copy)
echo restore 2 x (for restoring from server drive -- x is your register id)
echo.
goto end

:end


Closing thoughts:
-------------------

Having a backup solution is very important, so please take it into consideration. The batch files were designed to help you get started with your backup/restore procedure.

Unfortunate, but necessary disclaimer:
--------------------------------------------
The opinions expressed above are for informational purposes only. The sample batch files are not warranted to do anything. You may use any or all of the information as you please, but may not hold me liable for any and all issues that may arise.
--------------------------------------------

Comments and suggestions are more than welcome!

[Jonathan Simpson]

Rick, a great article... you mind if I post it on the news site?