Rotary District 9750 - RI-CAS for Rotary Club Tip:
Backing-up data with RI-CAS.
Note: The same principles apply to the RI-DAS District Version (or ANY data), but the process to achieve it will be a little different. For some applications there is no built-in backup process as such, just make a copy of your data.
Why: If your system gets scrambled or hard disk fails, you can re-install the system and program fairly easily, but the data you put in over months of use is irreplaceable and generating it again may be very time consuming, and may not even be possible. You have a lot of your time invested in your data, it is worth safeguarding it.
When & Where:
The backup and restore function allows you to select anywhere on
any disk, your hard disk, a floppy or on a networked drive. You
can create special directories named for particular purposes (eg
backup dates) in advance or save to a general location or create
a holding directory and move or rename the backup file to
something more descriptive afterwards.
On the hard disk: A treasurer might want to keep
a backup copy for the end of some recent months and/or year to
have a known point to go back to start afresh if the accounts get
muddled. A secretary might want to keep a backup copy when
members are added or removed. These are called snapshots.
On another disk: At least the latest backup file
should be on a floppy, or a separate PC drive if networked, in
case the hard disk itself fails. Snapshots can be useful, but the
latest info is ESSENTIAL, typically backed up monthly. Either
back up direct to the floppy, or if backed up to hard disk first,
you can copy the most recent backup ZIP file to a floppy yourself
- same result as long as the Zip file fits on a floppy.
What: The file produced will be called CMBACKUP.ZIP, you can name it otherwise afterwards to mean something to you, and can restore from any filename. A ZIP file is just a type of file that contains other file(s) in a highly compressed state, so they take up less space, and can thus usually fit on a floppy disk. If you have a Zip Manager application you can see the database file if contains, but you don't have to, CM's backup function takes care of compressing and de-compressing for you.
You can only Backup or Restore a club database that you have open in RI-CAS.
How to BACKUP:
* With RI-CAS running, it is a good idea to take the extra
minute to run the database cleanup routine; from the menu select FILE
- Repair_&_Compact_Database before creating the
backup.
* From the menu select FILE - BACKUP and a
"Backup" window will open.
* Click on the Location button to choose the
drive and directory to which the backup file will be saved.
* Click on the "Backup" button, if
there is a backup file already there you will be asked if you
want to replace it.
* The process takes a short while. A small window will inform you
when complete and remind you of the location.
* Close the "Backup" window and you have backed up your
data.
* If you need to rename or move the CMBACKUP.ZIP file produced,
do that now in Windows Explorer.
How to RESTORE:
Remember that when you restore the RI-CAS database file
for a club the records will appear exactly as they were when the
backup was created, anything done since will be erased. Of course
you can have multiple backup files and go back to different
stages, just have the Cmbackup.zip files or their directories
named so you know what they represent.
* With RI-CAS running, from the menu select FILE-RESTORE
and a "Restore" window will open.
* Click on the Location button to choose the
drive, directory and file where the backup file was saved to.
This will identify the club database to be restored and when it
was created. You cannot restore one club's database to another
club. If you have changed the club's name in the database, it
will affect being able to restore older backups, see the "Club Setup" page for
more information on this.
* Click on the "Restore" button. The
process is quicker than backing up. A small window will inform
you when complete.
* Close the "Restore" window.
Page Updated: 0 25 Jun 2008