Magazine article The National Public Accountant

Backing Up Your Accounting Data

Magazine article The National Public Accountant

Backing Up Your Accounting Data

Article excerpt

In my opinion you can never backup your accounting data too often. I'm always surprised when I realize that people are not backing up their files. I recommend that you backup your data whenever you have entered more data than you would like to re-enter! Sounds simple--right? All accounting programs usually have a backup procedure. In QuickBooks and Peachtree you can find the backup utility under File.

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Keep in mind though, that the default backup directory in both programs is your C:\ drive. While this is better than nothing, it won't protect you if your hard drive crashes. You can choose to backup to floppy disks (the little 3 1/2 diskettes), to a zip drive or a CD. Be aware though that if you backup to your writeable CD, it may be a two-step process. On most Windows 98 machines, you have to first backup to your hard drive and then copy the file using your CR-Write program. (There are too many out there for me to give you specific directions.) If you're on Windows XP, it's still a two-step process. In QuickBooks or Peachtree, you select your CD-RW drive as the backup location. When it's done you'll get a little pop-up box saying, "You have files waiting to be copied." Unfortunately, I have had several clients who didn't complete the second step; their hard drives crashed and they were left with nothing.

Many network systems have a nightly backup process in place that backs up not only the accounting data but other important files as well. …

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