2011 Procedure 1 Maintenance Procedures
Automatic Maintenance
Fore! Reservations performs an automated database backup several times a day on the server computer. This process is very important because backups minimize the amount of data that can be lost in case of a disaster. Unfortunately, because of the nature of the automatic backup, these backups are not foolproof. This is because it is possible for other users to be logged in during the automatic backup or for the backups
to copy corrupt databases. It is very important that the facility still performs the local backup on a nightly basis.
Local Backup
A local backup should be performed on a client machine every night as part of the closing procedure.
We cannot stress strongly enough the importance of a performing a local backup. The process is relatively quick and simple, and lasts only a couple minutes on the largest databases. The amount of time spent doing a local backup is minimal compared to the importance of preserving your data. To do a local backup:
1) Log into Fore! Reservations.
2) Select the File | Maintenance | Local Backup menu item.
3) While it is not required that everyone log off of Fore! Reservations, it is suggested that a local backup not be done while people are using the software.
4) When a message appears indicating backup completion, click OK.
Removable Backup
Much like a local backup, the removable backup helps avoid data loss. The removable backup is a fail-safe backup in the event of a catastrophe. Believe it or not, facilities have had to depend on their removable backup because a local backup was either not done or was corrupted. Many facilities have avoided disaster and saved their database because they were diligent in performing removable backups.
On occasion your database can become slightly corrupted without your knowledge. If the database cannot be repaired, and the local backup is also corrupted, then the removable backup may be your best chance at recovering data. It is for this reason that we highly recommend keeping a seven-day history of backups. Thus, if a backup of yesterday is corrupted beyond repair, the backup from the day before may be recoverable. In such an instance, even though you may have lost a day‟s worth of data, you still have a database. Without the removable backup, you would have nothing.
The removable backup takes a few minutes to perform, depending on the size of the database and whether it needs to be compressed. There are a few, one-time set up procedures that need to be completed before implementing the removable backup. To perform a removable backup:
1) Log into Fore! Reservations.
2) Select the File | Maintenance | Removable Backup menu item.
3) Make sure that your removable backup media is inserted into the server computer.
4) Log off both Fore! Reservations and Fore! Sell on all the other machines and click OK to the verifying message.
5) The screen dims and a progress thermometer in the status bar is displayed.
6) Once complete, click OK to the successful backup message.
The above message appears if a backup was not done within the warning interval set up in the Options screen. This warning appears when the last person is closing out of Fore! Reservations, but only if that person is closing out after the designated twilight time. This message is an indication that a removable backup has not been performed on a regular basis as part of the closing procedure.
Compact
A compact is a database maintenance routine that helps to keep your database in proper working order if the database size becomes too big. This should only be done under the guidance of Fore! Reservations Customer Support. The compact process does take a little time, usually about three to five minutes, although it is not unusual for extremely large databases to take 10 minutes or more. Your database is very vulnerable during a compact; under no circumstances is a compact to be interrupted. To perform a compact:
1) Log into Fore! Reservations.
2) Select the File | Maintenance | Compact menu item.
3) Make sure that all other machines are logged off Fore! Reservations and Fore! Sell.
4) Click OK to the verifying message.
5) Much like the removable backup, the screen dims while the compact is being performed.
6) The left portion of the status bar displays an estimated completion time. This estimate is based on the last compact. Note that the clock on the right side of the Fore! Reservations status bar may appear to stop during a compact, as the compact monopolizes the system. For an accurate view of the time, refer
to the clock in the Windows task bar. \\7) A completion message displays success or failure. Click OK to return to Fore! Reservations.
Operating System Updates
Security issues in the operating system are uncovered on a daily basis. It is critical to make sure these vulnerabilities are repaired before malicious viruses are written. To do so, check http://www.windowsupdate.com daily for critical updates from every machine connected to the Internet. Check Windows help screen for instructions on how to set your machine to automatically install updates daily.
Weekly
Off-Site Removable Backup
Perform a removable backup on removable media and take it off-site once a week. It is not as important to be time-specific with this backup like those that are done at closing time on a daily basis. It can be done any time that all others are logged off. The purpose of this backup is to preserve a copy of the database offsite in the rare instance of a catastrophic event, like a fire or burglary. The best way to ensure that this process is completed on a regular basis is to assign this task to a specific person. This person will then be in charge of making the backup, taking it off-site and remembering to bring it back to do it again the following week. Because your database is confidential, the person responsible should be management. Remember that this backup should be completed in addition to the regular removable backups.
Monthly
The monthly maintenance procedures focus more on the maintenance of your computers, which has a direct impact on performance. These procedures are not as time-specific as the daily procedures and can be completed at your leisure. They may monopolize the computer for a time period but require very little interaction from the user. Many of these procedures can be scheduled to run during off times, such as late in the day or overnight. These tasks should be performed on each computer.
Windows XP and Vista/7 Check Disk
Hardware failure, most often a failed hard drive, is one of the most likely causes of data loss. To help ensure that your disk is in proper working order, it is recommended that a physical scan of the disk be completed on a monthly basis. Fore! Reservations requires you to run NTFS (NT file system) on machines running Windows XP and Vista/7. If you believe that your hard drive is troubled, you can run a disk checker, a comparable tool that is designed for Windows XP and Vista/7. You can perform it by using the File | Maintenance | ScanDisk option in Fore! Reservations. This is the message you receive:
At this prompt, enter Y for yes and hit the Enter key. Close the Command Prompt window with the Close button in the upper right corner and reboot your computer.
Anti-virus Scan
It is important that you update your anti-virus software and perform a scan on a monthly basis. As computers become more popular and the Internet increasingly present, transferring files from user to user becomes easier and the chance of contracting a virus is greater. Therefore, it is important to catch the little devils before they can do any damage. There are many different anti-virus packages available; two of the most popular are Norton AntiVirus and McAfee VirusScan.
The key to avoiding damage is preventing infection in the first place. Most viruses today come from either pirated software or infected e-mail attachments. Never install pirated software and never open e-mail attachments with scr, bas, bat, com or exe suffixes. And under no circumstances, open a file with multiple suffixes. Also, be careful not to open documents (files with doc suffixes) that contain macros. Anti-virus software is used to catch those that may fall through the cracks. However, do not set your anti-virus software to run in the background. Such an approach notoriously either crashes the system or drags performance to its knees. The cure is worse than the disease, so to speak. Instead scan at boot up or when you suspect a virus.
Spyware Scan
Spyware gets loaded on your computer when installing dubious software. Sometimes legitimate free software installs spyware to cover its costs. Often it is unknowingly loaded when you agree to the terms of agreement. The purpose is to track your activities and send you targeted pop-up ads. However, spyware software can degrade performance and may cause your machine to crash. Fortunately, there is free downloadable software available that can remove spyware from your computer.
Yearly
Some procedures only need to be performed on an annual basis. Like monthly procedures, these are not time-specific. The annual database backup only needs to be performed once but all the maintenance procedures should be performed on each machine.
Defrag
Fragmentation is a condition where related data may no longer be located on adjacent clusters of your hard drive. This condition occurs over time as data is saved and deleted on your hard drive. Your computer can waste valuable time attempting to access these scattered clusters and thereby degrade performance. On an annual basis, run a defragmentation on the hard drive of each computer. This process moves related data in closer proximity to avoid longer data searches by the computer. For your convenience, a defrag menu item is included on the Fore! Reservations maintenance menu. Defrag completes quicker if you don‟t use your computer during the process. Start it in the evening and let it run overnight.
1) Log into Fore! Reservations.
2) File | Maintenance | Defrag.
This reboots and runs the defrag on the local hard drive. When complete, it displays a status message.
