7.07.00 database maintenance - backup and restore

Backing up a database creates a copy of your database, providing a 'fall-back' if something happens to the current/working database.  During backup, the program makes a copy of the selected database and stores it in the designated folder - by default C:\OCS Documents\OST\Backup but this can be changed here: Tools > Options > Folders - Backup Folder.

This applies to Microsoft Access databases ONLY; to back-up Microsoft SQL databases, contact the SQL Database Administrator.  On Center Software does not assist with the management or maintenance of SQL servers/databases and the program cannot create a backup of an SQL database.

• NEVER work in any database located in the Backup folder - you will lose your work when the program backups databases into this folder.

Backing up a Database - On Demand

• Click File > Open - the Open Database dialog box displays 

• Highlight the database to back-up and click the Backup button - confirmation displays when the back-up is complete

• A shortcut to backing up a database is to right-click on the database on the Bids Tab and select Backup.  Manually backing up a database does not interrupt Automatic Backups (below).

Setting up automatic database backups

• Click File > Open - the Open Databases dialog box displays 

• Select the appropriate database click Properties - the Database Properties (Access) dialog box displays

• In the Auto Backup field, select the frequency of your backups (default is once a week) and the number of backup copies to keep (default is 2).  By default, the program creates two backups of the database named "<database>1.mdb" and "<database>2.mdb."  These backups are overwritten in order (for example, if # of backups is set to  2, the 3rd time the routine runs, the first back-up is overwritten).

The back-up routine runs when the application is closed, any OPEN databases are backed up based on their Auto back-up settings.

Safeguarding backups

By default, all backups are stored in a subfolder of OCS Documents\OST named Backup, see Options Dialog - Folders Tab for more information on changing this to a different location.

• On Center Software recommends storing backups on a drive OTHER than the local hard drive if possible to prevent accidental use of a back-up for performing work (a network drive, second hard drive, or even a USB thumb drive work well for storing BACKUP copies of your database).  You can even use a "cloud" drive to store your BACKUPS (never your working datbases).

Restoring a database

If something happens to the working copy of a database and it cannot be opened, exhibits unwanted behavior, or you permanently delete something you need, and a restore is required follow the steps below:

• First, determine where backups are being stored click Tools > Options > Folders and note the "Backup Folder"
• Using Windows Explorer, navigate to that folder and locate the most recent backup copy of the database (by date)
• Right click and COPY this file, then navigate to the default database folder (usually C:\OCS Documents\OST)
• Right click and PASTE the file to that folder
• Open the database, see Opening and Closing Databases for instructions

• This is a completely unique copy of the initial databases.  Backups of THIS copy have a different name and do NOT overwrite previous backups.  Now either use this database or start a new database and synchronize/copy Bids as necessary.

• NEVER OPEN A DATABASE THAT IS STORED IN THE BACKUP FOLDER.  YOU WILL LOSE WORK!

Database Maintenance - Compact and Repair