You should make sure that the following points are adhered to, to help the backup run smoothly.

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1 Section : Dayends. Scheduled Backup Procedures. About the backup. The scheduled daily backup is probably the most important function carried out on your system. It means that if the worst happens and your main processor either fails, is stolen or damaged beyond repair, all the relevant files can be reloaded. You should make sure that the following points are adhered to, to help the backup run smoothly. In order for the backup to work correctly you should ensure that AutoPart and Ledgers are closed on all workstations. Ensure that Ledgers is closed on the server prior to running the dayend routine from within AutoPart. The dayend routine incorporates backup instructions. Not doing this will prevent the necessary files from being backed-up correctly!!! Ensure that all other programs on the workstations and server that can be closed are closed. Ensure the server is left powered on, as the backup is scheduled to run overnight, everynight. Ensure that the correct tape from your cycle is in the drive, and that no floppy disk is left in the floppy drive (some backup drives use the same controller as the floppy drive). Ensure the tapes stay in the correct weekly cycle. How to check the back-up DO THIS EVERY MORNING. Everytime the backup runs, it writes logging data to a file called Auto.log. This is located in the C:\backup directory on the server. There should be a shortcut icon to this file on the desktop on your server, doubleclick this file to view the log. Please fax Tech Support on if you do not have the shortcut and they will talk you through creating one. Another way of checking the backup if you do not have the icon would be to follow the path below. START RUN, THEN TYPE C:\BACKUP\AUTO.LOG IN THE COMMAND PROMPT. Newsletter section 7 number 5 Page 1 of 8

2 A typical successful log file would look like the example on page 5 of this document. Example 2 on page 6 shows a typical log where a workstation has been left in AutoPart and as a result some files have been skipped in the back-up. Example 3 on page 7 is a typical log where there is unrecognisable data and as a result the backup has failed. Frequently asked questions. We would advise that you implement procedures again to lessen the chances of any problems occurring. You should ask yourself these few important questions when introducing a backup procedure: 1. Do I keep hard copies of all invoices, grn s, payments, etc.? You should by law keep hard copies of certain documents. In the event of any type of system problem, they may be needed for re-keying purposes. You should take into account two part stationery. If you use only single part, for example, for cashslips, then this would be totally inadequate in the event of an unrecoverable disk error. 2. Is every workstation backed up as well as the server? This is not necessary - AutoPart data files are held on the main server. However, if you have word processor documents or spreadsheets, etc., on workstations, these should be backed-up to floppy disks. 3. I have several branches - should they all be backed up? If each branch has its own server then the answer to this is yes. If the branch PC s are linked real-time to the head-office server then only that server needs to be backed-up. Recommendations 1. Always keep hard copy documents 2. Back-up any important (non-autopart) files held on the work-stations. The Schedule Service The schedule service is the internal clock which activates the backup at a specific time, this is generally set to around 12:00 midnight. The schedule service should be set to interactive, which means that if there are problems with the tape or the drive which results in the back-up not working then you will be advised on the server desktop in the morning. The interactive facility should already be set up. If it isn t follow the instructions on the next page. Contact Tech Support by fax if you are not sure and need this to be implemented for you. Setting the schedule service to interactive. Newsletter section 7 number 5 Page 2 of 8

3 Click on the following: Start Settings Control Panel Services Scroll down and click on the schedule service, it should then be highlighted in blue. Click on the startup button. Ensure Startup Type is checked as Automatic, and the Allow Service to Interact with Desktop is ticked Allowing the service to interact will make the Backup display any errors on screen. Please take note of any error messages. If any changes are made to this screen then a reboot of the server will be required to allow for the new settings to become effective. Typical Error on screen Messages in Auto.log These are some of the more common error messages which Windows NT backup can show you. The tape in the drive is write protected This means just as it sounds, check the write protection tab. There is no tape the drive Newsletter section 7 number 5 Page 3 of 8

4 This could mean one of two things a) The tape in the drive is snapped or faulty b) The tape is not inserted in the drive properly The tape drive has been detected and the driver started however the tape drive is not responding please check the cables and connections etc This means one of two things: a) The tape drive and the operating system have stopped communicating properly b) The tape has developed a serious fault You would normally rectify the first problem by powering down the server and restarting it. This should reinitialise the backup device and cure the problem. If the problem persists then also change the tape in the drive Taking care of your tape drive is also a very high priority. The tape drive has reported an error on request to write data to tape. Error reported : unrecognisable data on tape. This generally means the tape in the drive is dirty or worn in some parts and may need changing, this also can mean the drive is dirty as it picks up atmospheric dirt and dust particles which can stay in the drive and cause write problems to the tape. You could cure this by buying a tape head cleaner either from MAM or from any other supplier or by replacing the tape if it is worn. We would advise that the tape heads are cleaned on a regular basis. If there are any error messages that are not mentioned above, fax a copy of the error message to MAM ( ) giving details of when it occurred. Before you contact MAM if you are in any doubt as to the condition of your backup there is one main rule. Reboot the machine and change the tape. This should clear any problems you have. SUMMARY Check your back-up every morning to ensure that the overnight scheduled back-up has completed correctly with no faults. Not doing so may mean that if there is a fatal error that results in the need to restore data then the only option is to use the information from the last successful back-up. If it had been failing for some time then you as the customer would lose data and be in the situation of having to re-enter all parts, transactions etc manually. MAM Software Limited can accept no responsibility for the loss of your data should you choose to ignore our advice. EXAMPLE 1 ******************SUCCESSFUL BACKUP ***************** Backup Status Tape Name: "Tape created on 7/22/99" Newsletter section 7 number 5 Page 4 of 8

5 Backup of "C:" Backup Method: Normal Backup started on 7/22/99 at 2:16:53. Autopart Autopart\Faxes Autopart\Faxes\Error Autopart\Faxes\FaxFiles Autopart\Faxes\InBox Autopart\Faxes\OldText Autopart\Faxes\Read Autopart\Faxes\Sent Autopart\Faxes\ToGo Autopart\Faxes\UnSent Autopart\Messages Autopart\NEWVTDocs Autopart\VTDocs Autopart\VTFiles Autopart\VTHelp Autopart\VUDocs Autopart\Work Backup completed on 7/22/99 at 4:42:26. Backed up 1336 files in 18 directories. Processed 693,367,631 bytes in 2 hours, 25 minutes, and 33 seconds. Verify Status Verify of "C:" Verify started on 7/22/99 at 4:44:05. Autopart Autopart\Faxes Autopart\Faxes\Error Autopart\Faxes\FaxFiles Autopart\Faxes\InBox Autopart\Faxes\OldText Autopart\Faxes\Read Autopart\Faxes\Sent Autopart\Faxes\ToGo Autopart\Faxes\UnSent Autopart\Messages Autopart\NEWVTDocs Autopart\VTDocs Autopart\VTFiles Autopart\VTHelp Autopart\VUDocs Autopart\Work Verify completed on 7/22/99 at 7:09:34. Verified 1336 files in 18 directories. 0 files were different. Processed 693,367,631 bytes in 2 hours, 25 minutes, and 29 seconds. EXAMPLE 2 *********CUSTOMER HAS LEFT A WORKSTATION IN AUTOPART*********** Backup Status Tape Name: "Tape created on 7/23/99" Newsletter section 7 number 5 Page 5 of 8

6 Backup of "C:" Backup Method: Normal Backup started on 7/23/99 at 2:16:23. Autopart Autopart\Faxes Autopart\Faxes\Error Autopart\Faxes\FaxFiles Autopart\Faxes\InBox Autopart\Faxes\OldText Autopart\Faxes\Read Autopart\Faxes\Sent Autopart\Faxes\ToGo Autopart\Faxes\UnSent Autopart\Messages Autopart\NEWVTDocs Autopart\VTDocs Autopart\VTFiles File \Autopart\VTFiles\AMDCAT.ISD is in use. It has been skipped. File \Autopart\VTFiles\AMDCAT.ISF is in use. It has been skipped. File \Autopart\VTFiles\AMDCAT.ISM is in use. It has been skipped. File \Autopart\VTFiles\UCATALOG.ISD is in use. It has been skipped. File \Autopart\VTFiles\UCATALOG.ISF is in use. It has been skipped. File \Autopart\VTFiles\UCATALOG.ISM is in use. It has been skipped. File \Autopart\VTFiles\PRODUCT.mdb is in use. It has been skipped. File \Autopart\VTFiles\PRODUCT.ldb is in use. It has been skipped. File \Autopart\VTFiles\Autodone.mdb is in use. It has been skipped. File \Autopart\VTFiles\Cashbook.mdb is in use. It has been skipped. File \Autopart\VTFiles\Params.mdb is in use. It has been skipped. File \Autopart\VTFiles\Stocks.mdb is in use. It has been skipped. File \Autopart\VTFiles\Customer.mdb is in use. It has been skipped. File \Autopart\VTFiles\CUSTOMERCODE_ws1.mdb is in use. It has been skipped. File \Autopart\VTFiles\SLPLines.mdb is in use. It has been skipped. File \Autopart\VTFiles\Stock.mdb is in use. It has been skipped. File \Autopart\VTFiles\Autopart.mdb is in use. It has been skipped. File \Autopart\VTFiles\Static.mdb is in use. It has been skipped. File \Autopart\VTFiles\Ledgers.mdb is in use. It has been skipped. File \Autopart\VTFiles\Transmit.mdb is in use. It has been skipped. File \Autopart\VTFiles\Lines.mdb is in use. It has been skipped. File \Autopart\VTFiles\Purch.mdb is in use. It has been skipped. File \Autopart\VTFiles\Autopart.ldb is in use. It has been skipped. File \Autopart\VTFiles\Ledgers.ldb is in use. It has been skipped. File \Autopart\VTFiles\Static.ldb is in use. It has been skipped. File \Autopart\VTFiles\Customer.ldb is in use. It has been skipped. File \Autopart\VTFiles\Stocks.ldb is in use. It has been skipped. File \Autopart\VTFiles\Purch.ldb is in use. It has been skipped. File \Autopart\VTFiles\Transmit.ldb is in use. It has been skipped. File \Autopart\VTFiles\Lines.ldb is in use. It has been skipped. File \Autopart\VTFiles\Params.ldb is in use. It has been skipped. File \Autopart\VTFiles\Cashbook.ldb is in use. It has been skipped. File \Autopart\VTFiles\SLPLines.ldb is in use. It has been skipped. File \Autopart\VTFiles\Autodone.ldb is in use. It has been skipped. File \Autopart\VTFiles\CUSTOMERCODE_ws2.ldb is in use. It has been skipped. File \Autopart\VTFiles\Stock.ldb is in use. It has been skipped. File \Autopart\VTFiles\CUSTOMERCODE_ws2.mdb is in use. It has been skipped. File \Autopart\VTFiles\CUSTOMERCODE_ws1.ldb is in use. It has been skipped. Autopart\VTHelp Newsletter section 7 number 5 Page 6 of 8

7 Autopart\VUDocs Autopart\Work Backup completed on 7/23/99 at 3:07:01. Backed up 1311 files in 18 directories. 38 files were skipped. Processed 150,942,917 bytes in 31 minutes and 37 seconds. Verify Status Verify of "C:" Verify started on 7/23/99 at 3:08:39. Autopart Autopart\Faxes Autopart\Faxes\Error Autopart\Faxes\FaxFiles Autopart\Faxes\InBox Autopart\Faxes\OldText Autopart\Faxes\Read Autopart\Faxes\Sent Autopart\Faxes\ToGo Autopart\Faxes\UnSent Autopart\Messages Autopart\NEWVTDocs Autopart\VTDocs Autopart\VTFiles Autopart\VTHelp Autopart\VUDocs Autopart\Work Verify completed on 7/23/99 at 3:40:20. Verified 1311 files in 18 directories. 0 files were different. Processed 150,942,917 bytes in 31 minutes and 41 seconds. EXAMPLE 3 ******** BACKUP FAILED ON VERIFIED******************* Backup Status Tape Name: "Tape created on 7/28/99" Backup of "C:" Backup Method: Normal Backup started on 7/28/99 at 2:16:29. Autopart Autopart\Faxes Autopart\Faxes\Error Autopart\Faxes\FaxFiles Autopart\Faxes\InBox Autopart\Faxes\OldText Autopart\Faxes\Read Autopart\Faxes\Sent Autopart\Faxes\ToGo Autopart\Faxes\UnSent Autopart\Messages Autopart\NEWVTDocs Autopart\VTDocs Autopart\VTFiles Newsletter section 7 number 5 Page 7 of 8

8 Autopart\VTHelp Autopart\VUDocs Autopart\Work Backup completed on 7/28/99 at 4:42:34. Backed up 1338 files in 18 directories. Processed 666,760,083 bytes in 2 hours, 26 minutes, and 5 seconds. Verify Status Verify of "C:" Verify started on 7/28/99 at 4:43:52. Autopart Tape device reported an error on a request to read data from tape. Error reported: Unrecognizable data. Verify completed on 7/28/99 at 4:53:01. Verified 19 files in 2 directories. 0 files were different. Processed 31,438,253 bytes in 9 minutes and 9 seconds. Newsletter section 7 number 5 Page 8 of 8

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