Are you backing up your QuickBooks data?
Having a current backup of your QuickBooks data is important because computer problems are almost always unexpected.
The frequency of your backups depends largely on your business. If you have just a few transactions a week, a weekly or monthly backup may work well for you. However if you have more than that a daily, or at the very least weekly, backup could save you hours of work recreating your files.
Backing up your file to your own computer may be quickest, but not the most secure. Backing up to CD’s is a little better but still not ideal. The best options are:
Back up to a portable USB memory drive
Benefits
Easy to maintain and fast.
Portable for off site storage
USB flash drives are available everywhere
Drawbacks
If flash drive is lost, so is data
Keeping drive on site does not save data in the case of fire or other property destruction
Back up to an online backup service
Benefits
Data is protected from fire and other disasters
Drawbacks
Online back up services can be expensive, some costing up to $75.00 per month
I use Mozy Unlimited Backup. At just $4.95/Month for unlimited backups and a free option up to 2 gigabytes (enough for even the largest QuickBooks Files).
Here’s how to do it (steps may vary slightly depending on QuickBooks version). From the file menu, select save copy or backup. Choose Backup copy, next. Choose local backup, next.
You will now choose where to save you file on your hard drive. I have a specific folder in My Documents for QuickBooks backups. Choose a location you can easily find again. Create a folder just for your QuickBooks backups. Change your backup options if needed and click OK. A message will popup recommending you not save to your hard drive. Since this file will also be backed up off site, click “Use this location”.
On the next screen select Save now and schedule future backups, next. Here you can select to backup QuickBooks either every “x” number of times you close the company files or on a specific schedule. To back up daily you would clikc “new…” in the schedule section, then name your schedule, select the location for your back up, and the days and times for QuickBooks to complete the backup. You may need to enter your WINDOWS user name and password. Ask your system administrator if you do not have this information. Then just click finish to complete.
After downloading from Mozy follow the step-by-step directions to schedule your automatic backups.
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