iCare Knowledge Base

Backing up the Database Files

iCare automatically backs up your data files every night. You can set up the backup path, where the files are stored, as shown below:

1.       Go to the System Configuration menu. Select Database Backup Path Selection.

2.       If the Current Backup Path is not what you want, then click on Select Auto Backup Path.

3.       Use the drive and file selection controls to select the desired backup path.

4.       Click on Accept Selected Path.

æ          The path should be set up from the computer on which you plan to do the backup.

The path can point to a remote location on a file server or a local drive on the computer running the backup function.

æ          If your backup path is on the hard drive, your data can be lost if the hard drive breaks down. To protect against the breakdown of the hard drive and loss of data, copy the backed up files on a removable media, such as a zip disk. You should do this regularly.

Insufficient hard drive space may cause error messages, program freezes, or even damage to internal data files in use. To protect against these errors and for overall better performance of the system, make sure your hard drive has at least 1GB of free space.

Archiving

Data archiving has a different purpose than backing up data files. In the backup process, iCare makes and stores exact copies of the entire data files, so that you have copies in case the files later become damaged.

In the archiving process, old information is removed from the data files and put into a separate file called the archive. Archiving data makes your main data files smaller, which improves performance.

For example, you may want to archive one-year old attendance and billing data, which you don’t need on a daily basis. If you need to refer to old archived data, you can still restore it to your database. Follow these instructions for archiving and retrieving data:

1.       Go to the Tools menu.

2.       Select Database Maintenance.

3.       Select Archive or Retrieve Data.

4.       Select a table to be archived or retrieved.

5.       Select Date From and Date To.

6.       To archive click on Archive.

To retrieve click on Retrieve.

7.       Click Exit to close the form.

Following data can be easily archived without affecting most of the daily needs:

1.       Punch Activity Records - Children and Staff

2.       Punch Activity Posted Records - Children

3.       Punch Activity Posted Records - Staff

4.       Actual Meals Served