1 BE SAFE! BACKING UP TIME MATTERS DATA AND DOCUMENTS LEXISNEXIS TIME MATTERS Backup How-To's and Best Practices By Wells H. Anderson, J.D. Certified Independent Consultant Version 5 Updated: 11/11/2013
2 Table of Contents BE SAFE! BACKING UP TIME MATTERS DATA AND DOCUMENTS... 3 Introduction... 3 Backing Up Time Matters Data... 4 Pre-Backup Checklist... 4 Manual Backup Step-by-Step... 5 Details on Each Manual Backup Step... 5 Limitations of Time Matters Professional Manual Backups... Error! Bookmark not defined. Information about Time Matters Enterprise Backups... 6 Scheduling Time Matters Data Backups... 6 Easy Approach to Backing up Time Matters Backups... 7 Checking Your Time Matters Backups... 7 Backup Resources... 8 Online Backup Services... 8 Synchronization Software: SyncBack... 9 Disk Imaging Software: ShadowProtect... 9 File Backup Software: SyncBack or Cobian Backup Time Matters Resources Questions and Answers About the Author
3 Be Safe! Backing Up Time Matters Data and Documents By Wells H. Anderson, J.D., CIC Introduction Whether you are an average computer user or an expert, backups are vital to protect your information and your livelihood. This white paper is valuable whether or not you are responsible for setting up and running backup systems in your office. It explains why separate, additional backups of your Time Matters or Practice Advantage are important. It gives step-by-step instructions a beginner can follow to backup a database. Fire, hurricane or tornado, earthquake, flood, major theft, vandalism, explosion any one of these threats can wipe out all the electronic information in your office. Even if you are not a person responsible for backups in your office, it is in your interest to know how you can be protected by backup systems. In the event of an emergency, you will be relieved if you have previously checked that backups are run properly and frequently. Time Matters and Practice Advantage software have their own, built-in backup feature. It is important to run regular, separate backups of your Time Matters or Practice Advantage database. Do not rely exclusively on your network backup program or any other single program to back up your data and documents. Why not? 1. Any backup system can fail. Redundant backup systems make you safer. 2. Time Matters data is time-sensitive and critical to the successful operation of your office. Backing up and protecting your database separately must be done in addition to running your other backups. 3. If important records are lost within Time Matters (accidentally changed, corrupted, or just lost), you can restore a backup to the Tutor database without disrupting the office or having to restore the entire server -- an expensive, time-consuming undertaking. 4. It is essential that Time Matters MS SQL Server backups are run regularly. Many server backup programs cannot run or are not set to run these special backups. 5. Too many law offices have suffered great losses of time and money because of failed backups. Be safe! Learn how to backup Time Matters. Kim's Backup Blues A vicious virus struck the main computer in Kim's office. Kim called the computer manufacturer s help line for assistance. The technician properly diagnosed the virus as one so serious that it was best to reformat the hard drive and perform a fresh installation of Microsoft Windows. After backing up what he could, the technician reinstalled Windows and restored some salvaged data files. Afterwards Kim found that they had no Time Matters data and no backups. Starting from a remote database copy several months old, the staff began the long process of re-entering information. Hours and hours were lost. Client work suffered. 3
4 This white paper explains how to run manual backups for Time Matters and what your options are for running scheduled backups. We explain options for and best practices for backing up not only your Time Matters database, but also your documents and other files. In addition, we tell you about Internet backup services and backup software you should use to protect your office from disaster and ensure complete confidentiality of all your data and documents, including sensitive client and financial information. Backing Up Time Matters Data In this section we explain Time Matters backups, give a step-by-step list of instructions for manual backups, provide details on the steps, and describe limitations of the backup feature. Time Matters runs on Microsoft SQL Server. Regular MS SQL Server backups not just standard file or drive backups are important to avoid a bloated log file and ensure reliable recover of Time Matters in an emergency. Many standard backup programs cannot backup open files, so they cannot back up your Time Matters database. When you run manual Time Matters backups, MS SQL Server backup files are created. These files are easy to backup to other drives and locations using standard backup programs and Internet backup services. Pre-Backup Checklist 1. Do you have permission to back up the database? 2. Is there enough space on your hard drive for the backup? 3. Do you have external drive to take off site or an online backup service or both? If you can answer Yes to these questions, we recommend that you run a backup of Time Matters either right now or else as soon as possible, just to be safe. If you are not one of the people who should be performing backups in your office, consider providing these materials to the responsible person. Follow up to see if backups are being created regularly. If you experience an emergency, you will be glad that backups are run properly and frequently Users can be working in Time Matters when you run a backup. A best practice is to have everyone out of the program because any unsaved records will not be preserved in the backup. But a bigger risk, in our view, is that backups will not be run often enough due to the inconvenience of getting everyone out of the program. So please backup Time Matters whether users are logged in or not. Running a backup just before modifying a large number of records or making significant changes to customizations or settings is strongly recommended. If people are using Time Matters when it is backed up, those same people will appear as being logged in if the database is restored from that backup. You can notify logged-in user to exit Time Matters by going to: Main Menu File Utilities User Login Status. Tag the users and press: Logoff. They will receive a message to logoff. 4
5 Manual Backup Step-by-Step Backing up Time Matters is easy. Depending on the speed of the computer and the size of the database, it may take anywhere from a minute to 5 minutes, more for very large databases on older servers. First we list the steps to create a backup and then we provide details on each step. To backup Time Matters manually: 1. Make sure you have enough disk space. 2. Save any records you may have open in Time Matters. 3. Go to: Main Menu File Backup Time Matters Data 4. Check the boxes: Skip files in the Document and Document Index Directories. Skip backing up of attachments 5. Press OK. Press Yes. Press OK when it is complete. If you do not have an automatic backup of Time Matters set up, these steps should be performed at least once per day. Important Note: A second backup performed during the same day as an earlier backup will overwrite the earlier backup unless you find the first backup file and rename it. Details on Each Manual Backup Step 1. Make sure you have enough disk space. You can check disk space in MS Windows XP by opening My Computer from the Start menu. In MS Windows Vista or Windows 7, open Computer from the Start button. For Time Matters Professional, check the free space for disk drive letter shown in the status bar at the bottom of the Time Matters window, for example, T:\TMW9\Data. Your database may be backed up to a different location. That location is set in Step 4. For Enterprise, you need to know which server drive stores the backups. 2. Save any records you may have open in Time Matters. All open windows in the program will be closed as part of the backup. 3. Go to: Main Menu File Backup Time Matters Data Manual backups can be run from within Time Matters. 4. Check the boxes: Skip files in the Document and Document Index Directories. Skip backing up of attachments Dedicated backup programs are better suited to backing up documents and attachments than the Time Matters backup feature. If you leave the boxes unchecked, you may produce a huge Zip file that fills up your hard drive and causes the backup to fail. Instead, check the boxes and also use a separate backup system to protect all your documents and data. The Document Index Directories do not need to be backed up and can consume a large amount of space. If you need to restore Time Matters from a backup, these directories and files will be recreated. They do not contain independently valuable content. 5
6 5. Press OK. Press Yes. A common misconception is that Time Matters backs up all the data to the drive and folder shown in the Time Matters backup window. It does not. The Time Matters data is backed up by MS SQL Server. The default settings for MS SQL Server or modifications to the TM_Backup stored procedure determine the location of your backup files. The settings for the SQL Server backup location are made using MS SQL Server or a thirdparty backup program, not Time Matters. Information about Time Matters Backups A manual Time Matters backup Matters creates a SQL Server backup file named, e.g.: TimeMattersAutomatedBackupMonday.bak By default, the MS SQL Server backup is stored in a Program Files folder for the MS SQL Server software on the server, often something like: C:\Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Backup To find where your backup files are saved, you can use Windows Explorer to search the C drive or other server drive for the file: TimeMattersAutomatedBackupMonday.bak (adjust this for the day-of-week) To backup Time Matters to another drive, you can use a backup program, a backup service or even a file copying program to create copies the.bak files on the other disk. Scheduling Time Matters Data Backups We strongly recommend that you run scheduled, automatic backups of your Time Matters database. By shifting a routine, monotonous task from people to computers, you increase the reliability of your backup system, the job satisfaction of people, and your peace of mind. You are much better off relying on the system to perform daily and hourly backup tasks automatically. It remains important to verify that the system is working on a regular basis. If you have never experienced the aggravation of having to reconstruct a day or more of computer work, including document creation, revision, timekeeping entries, scanning, s and the like, consider yourself fortunate. All hard drives fail, some sooner than others. An hourly backup of your work can save you a great deal of lost time, aggravation and money. But here are some important points and information about scheduling. 1. Beginning with Time Matters 13, you can set up a scheduled Time Matters backup yourself. If you are not currently running scheduled backups, at least use this new feature. Bear in mind that it is a basic, limited backup feature. The biggest limitation is that it gives no warnings of any backup failures. 2. TM-AutoBackup is a program we offer. It is designed to prevent the unfortunate plight of too many Time Matters users: They thought their backup was running every night, but it wasn't! They found out only after a Windows corruption issue or a hard drive crash. TM-AutoBackup is designed to send you an whenever a backup fails of any one of a number of reasons. We include installation and setup in the cost of TM-AutoBackup. It is available here: 6
7 3. Time Matters backups can be scheduled with the full MS SQL Server software. The free or Express versions of MS SQL Server do not have a built-in feature for scheduling backups. But knowledgeable Time Matters Certified Independent Consultants or network specialist can set up scheduled jobs using the scheduler built into Windows software and simple backup scripts. Third-party products are also available to backup MS SQL Server databases. Heads Up: You still need to take additional steps to schedule the backup of your Time Matters backup files. If you rely only on the automated Time Matters backup, your backup files will be lost right along with your Time Matters database in the event of a hard drive failure or other disaster! You need to backup the Time Matters backups. Easy Approach to Backing Up Time Matters Backups Your backups can be automatically, repeatedly protected by an online backup service. By choosing a service with the right set of features, you can be sure that: 1. Your Time Matters data and documents are backed up multiple times per day. 2. Your backups are unbreakably encrypted and protected by ultra-strong security. 3. You can restore any document, all your documents, or your Time Matters database files from anywhere at any time. An online backup service can provide reliable, continuous, verifiable protection. See the section, below, on Online Backups Services for more information. Checking Your Time Matters Backups Please check your Time Matters backups at least weekly, especially if you are not using a program like our TM-AutoBackup, which sends you an if your backup fails for a variety of reasons. It happens all too often. Some error is made in setting up a backup system or some part of the system fails. Either the backups appear to run properly or no one checks to see that they do. The backups are worthless or do not back up all of the important information. The backup system provides a false sense of security. In the event of an incident causing data loss, feelings of betrayal add to the misery of losing files, time and money. Regularly checking your backup files confirms that backups are working. To check your backups: 1. Open Windows Explorer (press: Windows Key - E) 2. Open the backup folder. By default, the Time Matters backup files are saved in one of these folders: For MS SQL Server 2005: C:\Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Backup For MS SQL Server 2008 R2: C:\Program Files\Microsoft SQL Server\MSSQL10_50.MSSQLSERVER\MSSQL\Backup For MS SQL Server 2012: C:\Program Files\Microsoft SQL Server\MSSQL11.MSSQLSERVER\MSSQL\Backup The location varies depending on the MS SQL Server installation and version. 7
8 3. Check to see that the daily backup files: a. Have consecutive file dates for the last 7 days. b. Are increasing slightly in size at least every few days. (Because of the way MS SQL Server works, it does not need to increase the file size every day even though new records are being added.) Backup Resources Backing up your Time Matters data is an important precaution. Alone, these backups do not provide sufficient, comprehensive protection. While this white paper cannot provide complete coverage of important subject of data backup, we offer descriptions of some products and services suited for particular backup tasks. No one product or service fits every office or performs every task. Redundant systems that work well with each other provide the best combination of protection. Online Backup Services We offer an ultra-secure, online backup service designed for attorneys, Active Online Backup. Some attorneys have said they do not want to trust their confidential client and financial data to the Internet. Here are three key points to allay these concerns: 1. You can lock up your backups with encryption so strong that it cannot be broken. 2. By using multiple off-site backup methods you are protected from data loss in the event of an Internet service technical or business failure. 3. The great majority of backup systems currently in use are far less reliable and more vulnerable than the right Internet backup services. You can trust strong encryption. The art of encryption has progressed to the point where strong encryption cannot be broken. Even future computers many, many times more powerful than today's supercomputers will not be able to break 256 bit AES encryption, let alone 448 bit encryption, both of which are available and inexpensive. Our banking system uses 128 bit encryption technology. Each additional bit doubles the strength. So 256 bit encryption is not two times as strong as 128 bit, it is 340 undecillion times as strong. An undecillion is one with 36 zeros after it! A much bigger threat to the confidentiality of client and financial information is the loss of notebook PCs and the loss of unencrypted backup drives, tapes or DVDs. You need to have backups off site for adequate protection. Shuttling unencrypted backups between the office and another location exposes them to theft and damage. A secure online backup service does the job 8 A Memorable Near Miss The fire alarms went off when I was working in our downtown office building on the 13th floor one evening. Another false alarm, I figured, but opened the door to the hall anyway and immediately smelled smoke. My colleague and I headed for the stairwell where we heard a roaring sound. The main water pipe in the fire defense system had broken when the fire fighters opened its valve, so there was no water pressure to fight any fire in our building. The whole place could have been in severe danger, but fortunately the smoke came from a small outdoor fire near our building's air intake vent. The incident is a reminder that our information is only as safe as our most recent, good off-site backups.
9 automatically and securely. With an automated system, you don't rely on people to perform the repetitive task easily skipped of rotating backups off site. Choosing the right online backup services is important. Law offices must be especially careful the keys to the backups in order to protect the attorney-client privilege and meet ethical obligations. See: Staying Safe with Online Backup and Remote Access Services, by Wells H. Anderson published on the American Bar Association website: Recommended service: Active Online Backup We designed this service for law offices. You retain the only key to backups protected by 448-bit encryption. This service provides continual backups without any noticeable impact on the performance of your computer. We evaluated other online backups services like Mozy and Carbonite, but found them lacking in important respects. Synchronization Software: SyncBack SyncBack from 2BrightSparks comes in a freeware version with an excellent set of features. Care must be taken in setting up synchronization tasks because they can perform bi-directional copying. If configured incorrectly, they can cause data loss by overwriting the wrong files. Configured correctly, they can serve as excellent protection in emergencies, allowing you to continuing working with documents on a notebook PC. Afterwards, you can synchronize any new and any changed documents back to the correct folders on the server or main computer. SyncBack is a superior alternative to the built-in file synchronization feature of Time Matters Synchronization, which has some limitations. It is available in paid versions for $30 or $ A reasonable freeware version (no ads, no expiration) is available under the heading, SyncBackFree on this page: Disk Imaging Software: ShadowProtect A good disk image can save a tremendous amount of time in recovering from perhaps the biggest threat hard disk failure as well as other emergencies. The task of reinstalling all your programs and settings on a new hard disk can be unexpectedly time-consuming. You do not realize how much time has gone into setting up your computer with a variety of applications, updates, add-ins and into adjusting their settings. Highest quality imaging software we have found is ShadowProtect from StorageCraft. Many other disk imaging software companies license the StorageCraft technology, which supports backing up open files. The technical support and product quality at StorageCraft set them apart from the competition. We offer ShadowProtect to our customers at a discount. We also sell and support disk image software that is far less expensive but still high reliable and easy to use, but does not offer the high level of paid telephone support available for ShadowProtect. 9
10 File Backup Software It is best not to rely on a single backup system. Set up two or more systems to provide greater security and protection against threats of different types. File backup software can be scheduled to backup, compress and encrypt selected folders and files on a scheduled basis. It can also be used to copy other backup files from one disk to another disk on your network, providing valuable redundancy. Key features for file backup software are: Incremental Backups - You need to be able to retrieve old versions of files and deleted files in case someone inadvertently saves over or deletes important files. Incremental backups allow you to keep generations of backups without consuming huge amounts of disk space. Compression - Save a great deal of disk space and speed up backups by enabling compression. Encryption - Encrypt your backups with a long password and copy them to an online backup service and to external drives you take offsite. Restore by Date - You made need to restore everything as of a certain date if you are struck by a virus or other malware. You may not find out about a problem until after one or more backups have run, so you need to be able to choose a date and not restore anything change after that date. Search for a File - When you just need to restore one file, you want to be able to do so quickly. If it is a big hassle and time-consuming to retrieve a single file from backup, you may just settle for recreating the file or getting along without it. Reliable Recovery - It is surprising how often the recovery process is not tested during the selection of a new backup system and during day-to-day use. Make sure your system has a sure-fire, understandable recovery process. I am happy to assist you with the selection, setup and operation of reliable, secure backup systems. For assistance, call us at or write to: Time Matters Resources Active Practice Web Site Articles, tips, Webinar announcements Time Matters Step-by-Step Guides see: Products Questions and Answers The following questions were submitted by Time Matters users who attended our Time Matters Backup webinar. This free white paper, Be Safe! Backing Up Time Matters Data and Documents, is available for download here: 10
11 Q: Can you restore an individual record from within a backup? A: While there is not a feature for directly restoring an individual record from a backup, you can restore one or more records by several different methods. 1. Before going to the trouble of restoring a backup, check the Recycle Bin in Time Matters if you are missing one or more records. Whenever a record is deleted, accidentally or otherwise, it goes to the Recycle Bin. Access it by going to Main Menu File Recycle Bin. or 2. Restore a Time Matters backup to the Training database. You will need technical assistance to restore the database from backup. (We offer this assistance.) Find the missing record in the data that has been restored to the Training database. Using copy and paste, copy each of the fields to a word processing document. Open the Main Time Matters and paste the information into a new record. or 3. For a larger number of records, follow the procedure in 2., above. Find the missing records in the data you have restored to the Training database. We can provide SQL scripts to restore records to the Main database from the Tutor database. Q: Will you be discussing the document indexing procedure in Time Matters? A: Time Matters has a Document Indexing feature that allows you to perform Google-like searches through all the documents and other files on your server or main hard drive. You determine what drives and what folders are searchable. A full discussion of the Document Indexing feature is outside the scope of this topic, Backing Up Time Matters Data and Documents. However, it is important to note that you do not need to backup the Document Index folders when backing up Time Matters. These files and folders are easily recreated by Time Matters in the event you need to restore your Time Matters database. If you have questions about the Document Indexing features, please contact us directly. Q: Should a backup be kept in the Time Matters backup folder? Or should it go elsewhere? A: A standard practice is to create a full Time Matters backup for each day of the week. It is also standard practice, or should be, to copy or back up the SQL backup folder both to another local hard drive and to an Internet backup service or other offsite location. This topic is discussed more fully in the white paper. Q: Can you get a good backup of Time Matters when users are logged in? A: Yes. As noted in the white paper, users can be working in Time Matters when you run a backup. A best practice is to have everyone out of the program because any unsaved records will not be preserved in the backup. But a bigger risk, in our view, is that backups will not be run often enough due to the inconvenience of getting everyone out of the program. Running a backup just before modifying a large number of records or making significant changes to customizations or settings is strongly recommended. If people are using Time Matters when it is backed up, 11
12 those same people will appear as being logged in if the database is restored from that backup. Those logins can be cleared from: Main Menu File Utilities User Login Status. Q: How do you handle a Server Backup Error: "Executing SQL directly; no cursor. Do you wish to continue?" A: In your Time Matters Enterprise database, the most likely cause of this error message is an error in the Stored Procedure, TM_Backup. Perhaps someone modified this Stored Procedure from the original. A consultant with MS SQL Server experience can assist you in addressing this issue. Q: How do we get to the Tutor Database in order to do a test restore? A: Go to: Start All Programs LexisNexis Training Mode If you do not have the Tutor Database installed on Time Matters Enterprise, consult LexisNexis Technical Support or a Certified Independent Consultant. A restore of a Time Matters backup to the Tutor database is done using SQL Server Management Studio. Q: What's the best way to set up Time Matters for complete auto backup daily? A: We recommend our product, TM-AutoBackup, because it sends you an if your scheduled Time Matters backup fails for any one of a variety of reasons. Alternatives are to set up a scheduled backing using that feature first introduced in Time Matters 13 or to have a network technician or Certified Independent Consultant set up a scheduled MS SQL Server backup. Q: Can Time Matters work with incremental backups. For example, incremental backups are done all week and on the weekend a full backup is performed. A: Yes. Depending on the backup software and settings you use, each incremental backup saves only the changes between the time that the incremental backup runs and the time of the immediately preceding backup. To perform a complete restore, you will need to have the last full backup and all of the incremental backups created after the last full backup. You may need to manually restore each file in this set of backup files, starting with the full backup file. If any of the backups in the set was faulty, you will not get a complete restore. So your risk of failure is multiplied. With MS SQL Server utilities, Time Matters may be set to perform log backups every hour, for example. You still need to backup these files offsite. Q: Is it best practice to back up the backup files? A: Yes. After performing either manual or automatic backups of Time Matters data files to a local hard disk, it is a best practice to backup the backup files to another hard disk that remains in the office and also to an off-site destination. 12
13 Q: We currently use the "C" drive to backup Time Matters. From what I have heard today, that is probably not the best backup method. Is it better to use [another disk for] the backup? A: Yes. If there is plenty of free space on your C drive, it is usually fine to create the initial backup files on the C drive. But it is critical to copy or backup these files to another physical drive on a different machine in your office and to another location offsite. These precautions protect you against the failure of your C drive and other disasters. Q: Please display your website URL again. Thank you! A: for resources on LexisNexis Time Matters, Billing Matters and Practice Advantage for Active Online Backup Q: Where is the SQL part of the backup store? Can I copy that to a removable drive or do I need a SQL script to copy it. A: The backup file locations are given in the section, Checking Your Time Matters Backups above. Yes. You can copy SQL backup files to a removable drive, any other drive, and off-site locations using other backup programs and services or even using Windows copy operations. If you have additional questions about backing up Time Matters or LexisNexis Total Practice Advantage, or about any aspect of these programs, you are welcome to call Wells Anderson, J.D., CIC at or write to: Version 5 November 11,
14 About the Author Wells H. Anderson specializes in Time Matters and Practice Advantage software, offering customization, training and support via telephone, Web conferencing, and training materials. Winner of the Legal Technology Consultant of the Year Award for 2000 from TechnoLawyer, he is president of Active Practice. He is also the founder of Active Online Backup, an online backup service designed to be ultra-secure and affordable for small law firms. Online Backup for Law Offices Wells H. Anderson ACTIVE ONLINE BACKUP 5200 Willson Road #150 Minneapolis, MN For Time Matters resources & assistance Active Practice LLC phone web Click on this link phone Free Webinars monthly. Sign up at our home page. Copyright 2014 Active Practice LLC. All rights reserved. Disclaimer: The features of software change from time to time. It is important to backup software beforehand and to review and test any changes after making them. The information in this work is distributed "as is" without warranty. Although care has been taken in the preparation of this work, neither the author(s) nor publisher shall have liability to any person or entity with respect to any loss or damage caused or alleged to be caused directly or indirectly by the information contained in this work. LexisNexis and the Knowledge Burst logo are registered trademarks of Reed Elsevier Properties Inc., used under license. Time Matters is a registered trademark of LexisNexis, a division of Reed Elsevier Inc. Other products or services may be trademarks or registered trademarks of their respective companies. All rights reserved. 14
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