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Best Consignment Shop Software Data Backup (Close this window to return to the previous screen.) |
The Importance of Data Back Up
Data for your shop is stored in files located in the BCSS folder under C:\Program Files\BCSS (where you chose to install BCSS). They are the files with extensions .cdx, .dbc, .dbf, .dct, .dcx, .ftp. These files are worth the cost of having to reenter all data if lost.
It is imperative that data be stored off your computer. In the event of fire, theft, water damage, electrical surges, power failures, crashed drives..., data can only be restored if it saved on an external storage device like a floppy disk, CD, tape, memory stick, online server, online storage service or mass storage device. It is also a good idea to backup data each time on a new floppy or CD, instead of backing up to the same disk. This avoids copying bad data onto a good backup.
Create a folder on your PC for storing the BCSS back-up files. The folder can be on your computer's desktop for easy locating.
To create the folder, RIGHT-click the Start Button.
Chose Explore.
Double click Desktop.On the right side, anywhere in the white area -
Right click.
Select New, Folder.
Type in a name for the folder like 'BCSS Data'.
Press Enter
Close Windows Explorer.This folder will contain the data back up files. Remember its name and where it is located - on your Desktop in the folder named 'BCSS Data'. You will be asked for this location when backing up and restoring data.
Next, open BCSS.
On the top tool bar select Utilities then Create Backup.
A window will open. At the top left, to the right of the 'Look in' field, select the 'down arrow'.
Select Desktop and double-select the 'BCSS Data' folder to open it. The folder should be empty because nothing has been added to it yet - just like a filing cabinet.
Right-click again in the empty white space. Select New, Folder. Type a descriptive name using the date, like 'data 1-7-05'. Data will be stored in this folder. Such a name will help to easily identify its contents later. Be sure to use hyphens (-). Windows doesn't like slashes (/) but spaces are OK.
In the File name box at the bottom, leave the default entry 'Database.files'.
Select Open. BCSS will go off screen for a moment then reset with your data now stored in the new folder. It's location is (in our example) Desktop\BCSS Data\data 1-7-05.
Always confirm that the files were copied. To do so, navigate to the folder (Go to the desktop and double-select the folder just created) and visibly confirm that there are files present.
Back Up to a Floppy Disk
It is easiest to back up data to a floppy disk (used in Drive A:) which hold 1.44MB of data, or about 6,000 inventory items. It's also a good idea to use different floppies for different dates, so if data becomes corrupted, you will have a recent floppy with good data.
Insert a blank formatted disk in Drive A:. ('Formatted' means the disk has been prepared to record data. See Windows help for formatting - Start, Help)
On the top tool bar select Utilities then Create Backup.
A window will open. At the top left, to the right of the 'Look in' field, select the 'down arrow'.
Select A: or Drive A:.
You should see a blank screen (because this floppy disk is new and nothing has been added to it yet - just like a filing cabinet).
Select Open.
BCSS will go off screen for a moment then reset with your data now stored on the floppy. This may take a few seconds as the data is being written to a slower floppy disk.
Verify that the files are in fact present on the floppy. Go the My Computer on the Desktop and select Floppy A. You should see your data files on the floppy. If not, repeat this process with a new floppy, or back up to a CD.
Back Up to a CD
Many computer systems or CD drives will not allow a direct copy of files to the CD. A CD burner program must be used. Most new computers have such a program preinstalled, like 'Roxio CD Creator' or 'Nero'. Windows XP provides the same capability with Windows Media Player (Start, Program, Accessories, Entertainment).
Follow the steps above to copy BCSS data to a Desktop folder.
Put a blank disk in the CD drive.
Go to Start, Programs.
Select your CD Creator program.
Choose to create a data CD.
Navigate to the BCSS Data folder on the Desktop and select that folder to add to the CD.
Select Record.
When finished, go to the Desktop, My Computer. Select the CD drive letter and verify that files are on the CD.
Restore Data
Restoring is basically the opposite of creating a backup.
On the top tool bar, select Utilities, Restore from Backup. A window will open. Navigate to the directory where the data is stored. Select Save.
BCSS will shut down and reopen showing the saved data.
End-of-Day Procedures
At the end of every day, print out Sales Recap (under Quick Reports, Top Tool Bar).
Create two data backups - one to hard disk and the other to a floppy or CD labeled with the day's date. Take the floppy or CD home so you may recover from any shop disaster.
Also make a permanent backup to a floppy or CD at the end of every week or month.
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