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Correct backup and recovery of SAGE accounting systems

Among the most popular accounting packages in the UK, SAGE provides a number of different packages to suit businesses of varying size and needs.

But how do you backup SAGE?

Backing up SAGE data correctly and storing that backup offsite is essential. Let’s look at what you should and definitely shouldn’t do.

How not to do it...

A common mistake made by people when setting up a SAGE backup is to just backup the folder where the SAGE data is stored. SAGE, like many complex data- driven systems, stores information in interactive linked tables and indexes.

Backing up these individual files may indeed work. But, just as likely, it may not.

The fact is that when backing up individual SAGE files there is no guarantee that all the data has been committed to the database. There is no guarantee that the tables and indexes are in synch, and if used in a multi-desktop environment, there is no guarantee that someone isn’t updating the database at the precise moment the backup is taking place.

In short, when trying to recover SAGE data from individual files, you may end up with an unsatisfactory result.

How should I backup SAGE?

Smaller SAGE packages such as SAGE Accounts and Line 50 include a facility that prompts you to perform a backup when you exit the application. This process creates a backup file that can then be secured to tape or disk or online service.

Check the settings in the SAGE package to see where the backup files are stored. Make sure your backup service or software has this folder selected for backup.

In future, every time you exit SAGE answer ‘yes’ to the backup prompt which will store a proper backup file in that folder. Then the backup software will detect the change and store the data. If you need to recover the SAGE database, restore the backup file to your computer, select ‘restore’ from the SAGE menu and select the recovered file. SAGE will open the recovered file and restore your backup to its original state. Simple and reliable..

What if I use a version of SAGE with no backup option on exit. What do I do?

Larger SAGE packages designed for accounts departments with multiple users rely on a SQL Server database and these packages do not prompt for a backup on exiting.

The backup facility is present as a function of the SQL server database that powers SAGE. It may not be obvious to the general user how to access the SQL Server backup function and we suggest it would be best to enlist the assistance of a competent IT advisor to help you setup the backups correctly.

Creating the backup files is only part of the process of creating a truly secure environment for your SAGE system. As computers can be stolen and in some cases the office may be rendered inaccessible, it is also essential that backups are removed from the primary office to a secondary location

DATAFORT offers a variety of options for reliable recovery of your financial systems. Small companies that run SAGE on a laptop or desktop computer can make sure those backups are protected in a professional data centre by securing the contents of the computer with Bytebaq. Bytebaq will make sure that the 3 latest copies of SAGE are held in financial grade data centres. So if the files you are working on become corrupted, lost or the computer you use fails it is a simple matter to download the previous night’s copy onto your computer through the Bytebaq service. If the computer you are using SAGE on fails, you download Bytebaq onto a new computer and recover your SAGE data there. When using this technique you will need to maintain copies of your SAGE program disks and passwords for installation of the software on a new machine.

If your company needs to be able to recover SAGE within minutes, or where the ability to wind back a copy of SAGE to an earlier date would be beneficial, both Hi-5 and Vaulting Plus provides viable options. Hi-5 provides recovery from equipment failure within minutes and full archival of the system from the point of installation onwards. For companies that require a lower budget option, Vaulting Plus provides the security of Hi-5 and the ability to recover archive data if necessary. Both services provide disaster recovery support though Hi-5 includes high speed recovery options.

For advice on which service is right for your company contact us at:

Phone: 01483 872052