Backup Information

It is your responsibility to ensure the backups are done at intervals sufficient to minimize your risk exposure to such an event. It is also your responsibility to verify that your backups are working correctly.

With the help of your computer technician, you must determine the best plan for your agency. There are many options at varying costs offering different degrees of risk protection. Below are a few items to consider when deciding what best meets your agency backup needs.

Does Agency Systems have a backup utility built-in?

Agency Systems does NOT provide a backup utility. Hardware and software systems (independent of Agency Systems) vary, and your backup needs will also vary. The company or individual that currently provides technical support is the best resource for outlining a customized backup plan.

If you are hosted with one of our partners, backups are included. Please contact your contracted hosting vendor for specific details on the nature of your backup.

What backup programs should I use?

There are many different types available to consumers. It is best to have your technician decide which is best for your office. We do recommend commercial grade products, and we recommend verifying the integrity of your backups on a regular basis. Your hardware consultant is the best source to certify your backups.

When choosing a backup system, verify that it has the ability to back up open files. Even if the system you choose does have this feature, it is a best practice to ensure all users are logged out of Agency Systems when performing backups.

There are also automated, remote backup and disaster recovery services.

What files should I backup for Agency Systems?

The entire Agency Systems programs, data, images etc are all stored on the master/server machine under the "Empire" folder.

Verify the backup is set to include all sub-folders.

How often should I backup my data?

You should deploy a nightly backup, and retain multiple days worth of backups. It is your responsibility to ensure you have backup procedures and equipment that meet your risk tolerance.

My backup program offers "Continuous" backup service. Should I use this option?

In most cases, the continuous backup feature will cause severe performance issues on your server. Each Agency Systems database file will update thousands of times a day preventing the the backup from completing. In addition, since many backup services will lock files during the backup process, there is a chance of data corruption.

Nightly backups after operating hours are the standard method.

Where should I keep my data?

It is always best keep the backup media in multiple locations. Do not depend solely on off-site backups. You should always have a backup copy locally since off-site backups are for major events such as fire, flood, or theft.

How do I know my backup is running properly?

Your local technician can verify that the backup is running properly for you. If you cannot be assured that all your files are backed up without error, you do not have an adequate backup solution. If you cannot routinely restore a backup successfully, you do not have an adequate backup solution.

It is critical to understand the restore function of your backup. A test restore of your system, perhaps to a test directory, should be part of your backup solution.

What happens if my backup is not complete and I need to restore?

Although we have utilities that may help in recovering data, the best solution is to restore from a previous backup. Remember, it is your responsibility to ensure backups are performed and are working correctly.

There will be charges if we are involved in a data recovery process where adequate backups were not available. 

In the event your data files are compromised due to hardware, virus, or operating system failure, or a disaster, your backups will be required. They should immediately be secured and made available. We will assist you and your technician to ensure you are going again with as little downtime as possible.