ENSURING DATABASE RELIABILITY ON YOUR NETWORK Introduction... 1 Make sure your network resources meet your firm s requirements... 2 Make sure each workstation meets the recommended system requirements... 3 Monitor the free space on each hard drive... 3 Apply the latest updates for your PC and server operating systems, and be aware of known issues... 3 Use the Windows systems tools on a regular schedule... 4 Review the settings of your antivirus software... 4 Implement a reliable backup system... 4 Compact database files... 5 Reduce potential causes of database corruption... 6 Peer-to-peer or serverless networks... 6 Environmental issues... 6 Faulty or underpowered hardware and network equipment... 6 Unsupported servers... 7 Other sources of information... 7 Introduction Important! Please consult a certified network professional when making decisions about installing network hardware or software, or about adjusting any hardware or software settings. * This document contains tips to help you and your firm s network administrator create a stable computing environment for running your CS Professional Suite software and other database programs. It also includes preventive measures for increasing the reliability of your network hardware and software. These suggestions are based in part on the experience of other accounting firms and on our in-house testing experience. Most accounting firms use a variety of software from different vendors. Therefore, you should consider how any changes you might make would impact other software installed in your office. Also, because every firm is unique in its equipment and activity, you should not consider these suggestions to be a comprehensive list of steps that would guarantee data integrity in all instances. We cannot guarantee that these suggestions will work for your own particular computing environment. * The CS Professional Suite License Agreement states, in part: Network Installation & Support: To assure successful installation of Network and Terminal Server Software Products, the Licensee will provide a qualified network installer to install and configure network hardware and software. (For CBS Master Licenses, the Accountant s Assistant for Write-Up CS will work with either the single-user or network versions of Write-Up CS.) The Licensee will provide a qualified person to handle all administration functions including, but not limited to, handling new user accounts and workstations, network passwords and file-sharing status, hardware, and printers. Thomson Reuters will only provide telephone support for Network and Terminal Server Software Products installed on local area and server-based networks, which incorporate hardware and network operating software officially supported by Thomson Reuters. Copyright 1997 2013 by Thomson Reuters. All rights reserved. Page 1
Note: CS Professional Suite products that use a client/server database like Microsoft SQL Server have a lower risk of corruption than those using Microsoft Access because the underlying tables are not accessed with direct read, write, and locking operations. If the client machine crashes or the network connection is dropped, a client/server database will continue to run. At this time, some CS Professional Suite products use an Access database instead of a client/server database; these products include Client Bookkeeping Solution (CBS) and Creative Solutions Accounting (CSA). Make sure your network resources meet your firm s requirements Be sure that your server, network operating system, and network connections are capable of handling your firm s level of activity. Like other complex equipment, network hardware may not work properly if more is demanded of it than it was specifically designed to handle. In other words, a network that is continuously overtaxed may not manage data correctly and could become unstable. To view detailed system requirements for CS Professional Suite software, visit our website at CS.ThomsonReuters.com. Let s consider some examples. A firm with six or fewer users running software with shared databases might manage well enough by dedicating a single workstation for sole use as a network server provided the workstation has an operating system designed for file and data sharing (such as Windows 8, Windows 7, Windows Vista or XP Professional). On the other hand, a firm with many users who each run multiple programs all day long with shared databases would normally require much more including one or more dedicated servers running a network operating system (such as Windows 2008 Server or Windows 2012 Server). For the dedicated file server, we recommend using server-class hardware from a large, established, mainstream business computer vendor. These systems are built using higher quality components to ensure data integrity. The following features are important for server-class hardware: ECC RAM (Error Correcting Control RAM). SCSI hard drives, which provide additional reliability and more throughput. We do not recommend using a computer as both a workstation and a data server, even in small network environments. A computer that both serves data and acts as a workstation must devote more of its resources to running local programs and may not transfer data reliably. This can lead to network instability. It is also important to ensure that your workstations and server have reliable connections to prevent interruption of data transfer. Dropped connections and data collisions mean that only part of a file is transferred, which can lead to database corruption. Make sure your connections are capable of handling your maximum level of network traffic. For example, if your firm has been experiencing network instability that has caused data corruption on a multi-user network with a hub, consider upgrading from a hub to a switch. A network hub simply broadcasts information to all ports and, thus, is capable of supporting only a small number of connections with limited data transfer. Because bandwidth is shared by all ports, hubs can also be a bottleneck to network speed. Switches offer increased speed and efficiency for network communications, and upgrades from hub to switch have enabled some firms to recoup the costs of those upgrades within just a few months. Managed switches (from a large, mainstream business computer vendor) have their own built-in monitoring software that can detect network issues like speed mismatches, collisions, and more. If your firm has been experiencing network unreliability or database corruption and has ruled out workstation and server causes, consider having a qualified network professional test your network infrastructure. Problems with network interface cards, connectivity devices, and cabling are often difficult to detect but can cause serious problems across your network. TL 26099 Page 2 Ensuring Database Reliability on Your Network Copyright 1997 2013 by Thomson Reuters. All rights reserved.
Make sure each workstation meets the recommended system requirements While your firm s workstations may meet the minimum hardware requirements, you can increase data reliability if you upgrade to meet the recommended system requirements. For example, your software may run on a workstation with the minimum requirements of, say, a 2 GHz processor and 512 MB of RAM. But if you have experienced data corruption, consider upgrading the workstation to a faster processor and at least 2 GB of RAM. We have found that professional accounting firms experience the best performance when they replace their computer hardware and operating systems approximately every three years. As noted above, you can view detailed system requirements for CS Professional Suite software on our website at CS.ThomsonReuters.com. Monitor the free space on each hard drive On a hard drive with less than 300 MB (or 20 percent, whichever is greater) of free space, there is insufficient free space for reliable functioning of the operating system, and this deficit could lead to data corruption. Make sure that there are adequate levels of free hard drive space on all your workstations, data storage drives, and system volumes on the server. If you find that a hard drive is running low on free space, you should move or remove files or install a larger-capacity hard drive. Apply the latest updates for your PC and server operating systems, and be aware of known issues When manufacturers such as Microsoft identify issues with their own products, they often release updates that users can download and install, and they also post user bulletins to explain possible conflicts with other software. We recommend that you periodically visit windowsupdate.com to keep abreast of current issues with the Microsoft operating systems that you use within your firm. Our system requirements state that you must apply the most current service packs to your workstations and servers. However, please be aware that such updates could introduce new issues into your network environment, and therefore your firm should establish a monitoring and rollback procedure to use if a problem arises. A certified network professional can advise you about steps to implement such a process. Copyright 1997 2013 by Thomson Reuters. All rights reserved. Page 3
Use the Windows systems tools on a regular schedule Consult with your firm s network technician to determine the appropriate frequency for using the following Windows system tools. Follow these steps to access System Tools in Windows 8 and Windows 7. 1. In Windows Explorer, click Computer, right-click a hard drive, and then choose Properties. 2. From the General tab or Tools tab in the Properties dialog you can perform one or more of the following tasks. Disk cleanup (General tab). Frees up space on your hard drive by searching for and then deleting temporary files, Internet cache files, and unnecessary program files that can safely be deleted. Error-checking (Tools tab). Detects and repairs disk errors. Disk defragmenter (Tools tab). Enhances performance by consolidating fragmented files and folders so that each occupies a single, contiguous space on the hard drive. Review the settings of your antivirus software While they do provide essential protection to your network files, antivirus programs can sometimes interfere with other, non-virus files. For example, if your antivirus program s real-time scanning aggressively scans each file on the workstation and/or server, that could cause delays writing to the server, and that in turn could lead to database instability. Implement a reliable backup system Even if you have taken all possible measures to prevent data corruption, your firm should still follow a regular schedule for backing up files. No matter how reliable your network and operating system, you may still need to restore files from backup because of external factors (such as a power failure or infection by a virus). Many networks are scheduled for nightly backups, but an employee who spends several hours working in a file may still benefit from saving backups on external storage media or a local hard drive throughout the day to prevent losing data not yet backed up on the server. When thinking about how frequently you should back up your data files, you should ask yourself: How much time can I afford to spend re-entering data? Many firms have had great success backing up their critical data with CD-R or DVD writers. The medium is inexpensive, durable, and easy to store. It also provides the option for creating a timeline of backups that cannot be overwritten. (Important! Not all CD-R or DVD writers allow you to back up directly to the CD or DVD without first backing up to another location and then copying the backup file to the CD or DVD.) We recommend establishing a routine of backing up your data to media that will not be overwritten frequently. For example, if you back up to a tape drive, rotate daily backup tapes on a weekly basis, but also create a separate monthly backup tape that will not be re-used until the following year. Periodically test your backups to make sure they function correctly. Store a rotating set of backups offsite to prevent data loss from catastrophic events at your office location. Finally, be sure to test the restored versions of your data backups to ensure they open properly. Many times data corruption can be attributable to power spikes, surges, or outages. We recommend the use of an uninterruptible power supply (UPS), and we strongly recommend using a UPS for each network TL 26099 Page 4 Ensuring Database Reliability on Your Network Copyright 1997 2013 by Thomson Reuters. All rights reserved.
server. If budgets permit, we also highly recommend placing workstations on UPS systems. Also make sure that UPS systems are in place for network equipment (like hubs and switches) so that if power problems arise the data can still reach the server and be saved. Many power supply units have the ability to gracefully shut down a file server if the battery is completely drained. Periodically test your UPS to ensure that the battery and hardware operate reliably. Many companies, such as American Power Conversion (APC), offer equipment protection programs to ensure that your equipment will not be damaged by power fluctuations. This insurance (and peace of mind) can help to recoup the cost of the UPS equipment. Compact database files It is also important to use the utilities within the Access-based CS Professional Suite programs (Client Bookkeeping Solution and Creative Solutions Accounting products) to maintain the database files. These programs include options for compacting or cleaning the client database and/or the global or shared file. For example, we recommend compacting your Creative Solutions Accounting data at least once each year as part of normal maintenance for your client data, much like you would use the Windows Disk Defragmenter utility on a periodic basis to enhance file storage for your computer s hard drive. Compact the client data more often if the client is processed on a more frequent basis (weekly or monthly) or if the file size is very large. Client Bookkeeping Solution To compact data for a single CBS company, choose File / Database Maintenance / Compact Database. To automatically compact company data whenever you close the company or the program, choose Utilities / Options and mark the Compact Database on Close checkbox in the General tab. Creative Solutions Accounting products To compact client data, choose Help / Repair / Clients tab, select the client, and click the Compact Client button. To compact global data, choose Help / Repair / Miscellaneous tab, and click the Compact Global Database button. Note: If corruption of the CSA database is a recurring problem for your firm, you may need to clear the Enable client database compression checkbox in the Help / Repair / Clients tab. When the checkbox is marked, substantially less disk space is used to store client data; however, it takes longer to open and close client databases in CSA. Also, marking this checkbox may generate additional network traffic that increases the chance of database corruption. Important! Uncompressed client data takes up significantly more disk space (roughly 15 times more space) than compressed client data. Before choosing not to compress client data, make sure that you have plenty of free disk space. Copyright 1997 2013 by Thomson Reuters. All rights reserved. Page 5
Reduce potential causes of database corruption Peer-to-peer or serverless networks Peer-to-peer networks are supported. However, there is a limit to how much data can be processed reliably on such networks. Windows 8, Windows 7, Windows Vista and XP Professional were not designed to be used as network server operating systems. They were designed to handle the needs of the local application requests first and then to serve data to other users. In a network environment, this process introduces delay and potential problems of lost information, instability, and data corruption in Microsoft Access databases. Client Bookkeeping Solution and the Creative Solutions Accounting products are Microsoft Access-based applications. If you notice data problems with these Access-based applications, consider using one of the following server implementations instead. Windows Server. Install a server running Windows Server 2012, 2008, or 2003. This option is best if you envision expanding beyond a six-user network. If you do not plan to go beyond six users over the near term, try the next option. Windows 8, Windows 7, Windows Vista or XP Professional. Designate one machine within your firm that will be used only as a dedicated file/data sharing machine, not as a workstation. Environmental issues Virus scanning. We have encountered problems with various virus scanners, which sometimes can corrupt client data. Check the real-time virus scanning on the workstations and server. If the scanner is set to scan every file aggressively, it may cause delays in writing the data, which in turn could cause data corruption. Encrypted or compressed file systems. Windows operating systems provide the option to store data on encrypted or compressed file systems. We suspect this may cause data corruption in some cases. Try storing the data on a non-encrypted, non-compressed volume. Long server names. Microsoft Jet 4.0 (the tool we use to work with Access databases) may have problems with data on servers with names longer than 15 characters. Microsoft document 242476 recommends changing the server name. Faulty or underpowered hardware and network equipment System requirements. You can increase the reliability of data on your network by upgrading to meet the recommended system requirements. To view detailed system requirements for CS Professional Suite software, visit our website at CS.ThomsonReuters.com. Network hubs and switches. Hubs are low-end network connectors that tie a small number of computers together to form a network. They work by repeating information that enters each port to every other port. Because they merely broadcast data to all ports and provide no intelligent routing of data, network traffic is significantly increased. The use of hubs can lead to frequent data collisions. Imagine a telephone conference with five callers. It would be difficult to understand what is being said if more than one person is talking at the same time. For example, if Caller 1 is trying to tell something to Caller 4 but Caller 2 keeps interrupting, then Caller 4 would need to repeatedly say What? I didn t hear what you said, and Caller 1 would need to repeat the information. This is what happens on a network hub when data collisions occur. If one workstation transmits information while another is trying to transmit, it comes TL 26099 Page 6 Ensuring Database Reliability on Your Network Copyright 1997 2013 by Thomson Reuters. All rights reserved.
out as garbage and the data has to be re-ordered. The more workstations you put on the network, the more frequently collisions occur even if the workstations aren t currently accessing network resources. Frequent collisions corrupt database files. A common indication of dropped network connections in Creative Solutions Accounting is an access violation in MFC42.DLL. If you are on a hub and are experiencing program crashes and corrupted data, you may want to change to a network switch on full-duplex mode. Switches eliminate collisions by routing data only to the port to which the data was intended. Switches also increase speed across the network because the network bandwidth is no longer shared, as is the case with a hub. Using network switches offers productivity increases that enable most firms to recoup the cost of a network switch within just a couple of months. Network cards. We have seen instances where a faulty network card has created problems on a workstation. If you are using a hub that broadcasts data, the faulty card could also cause problems on the entire network. If you experience problems on one workstation, try replacing the network card. Lower quality and generic network cards can also cause problems. If a workstation is experiencing problems, try replacing the network card with a reliable card from a recognized vendor such as 3Com or Intel. Dirty network connections. Network connections should be checked for integrity. The cables should be certified for their full transfer rate. Cables should be clear of kinks or damage. Network cables should not be routed over fluorescent lighting or near high voltage lines. A network analysis tool can be used to check for possible connection problems or dropped sessions. Wireless LAN. We strongly discourage operation over a wireless LAN ( Wi-Fi ), which is a known source of corruption for Access databases. Wireless LANs suffer from an increased number of dropped connections, which can cause database corruption. Many forms of wireless LANs also suffer from major security problems, if not configured properly. Unsupported servers Linux / Unix. We do not support our CS Professional Suite software products when operating on a file server based on any version of Linux or Unix, which do not provide the required file handling routines. Note: The CS Professional Suite system requirements state that you must apply the most current service packs to your server operating system. Other sources of information Addressing potential issues with Access 2000 databases: http://support.microsoft.com/kb/303528 Configuring opportunistic locking in Windows: http://support.microsoft.com/kb/296264 Copyright 1997 2013 by Thomson Reuters. All rights reserved. Page 7