Backing up MaxxTraxx data

Backing up MaxxTraxx data

Having a computer failure can cause tremendous problems for a business. If your local-based MaxxTraxx server fails, or a disaster strikes, it could wipe out your company's data and records. 

Please note this does not pertain to MaxxTraxx Anywhere cloud-based systems

MaxxTraxx backs up vital information to your company server. Your business should always have a secondary backup in place to be safe. The backup you choose to perform can be as simple or elaborate as your business needs. 

There are basically three methods to backup your data; our DataTraxx cloud backup, using an outside backup service, or manually backing up data onto an external storage device. Each method has its merits.  This article will briefly cover the first two options, then give you more detailed information about a manual backup. 

DataTraxx backup

Our DataTraxx off-site backup solution copies the vital information in you MaxxTraxx database and stores it for retrieval. If a backup fails for any reason, we are alerted and will notify you so it can be rectified. This is the simplest backup you can put into place.  The process is automatic, and no input from employees is necessary. 
DataTraxx only retains basic vital information. Documents, Pictures, PDF files, and other miscellaneous information are not stored.  

Outside backup services

There are many of these services available. The basic process usually involves setting up an account, downloading software, and selecting what files to backup. Some of these services are fairly simple and automatic, some require employee input and direction. 
The shop owner or manager is responsible for monitoring backup success, and retrieval of data in case of an emergency. 

Manual backup

This process is the most time-intensive, but can yield a customized backup solution for your business. A basic knowledge of computers and file structure is very helpful.
The device you use to store backups can vary from a USB Flash drive (thumb drive) to a full-scale external hard drive with redundancy. If you have an I.T. consultant you work with, contact them regarding the storage capacity and type of device to use. The shop owner or manager is responsible for monitoring backup success, and retrieval of data in case of an emergency. 

If you leave your backup device onsite, a natural disaster could still destroy it. It is always a good idea to have a storage device you can take offsite. 

The following process requires copying and moving computer files. If you are not familiar with these steps, please consult with an individual that has knowledge of that process. Errors in these steps could cause MaxxTraxx to not function correctly!

Once you have decided on a backup device, install it on your server. The server should assign it a drive letter automatically. In your Windows File Explorer find the drive letter and double-click on it. 
Once you have the backup device window open, right click in the window and create a new folder labeled "MaxxTraxx Backup" or similar. This will be for the storage of the MaxxTraxx database. 
Open MaxxTraxx on the server and click open the "Setups Menu" (the gear icon at the upper right corner). From there, click on "Data Backup (From Server Only)". 





That will open the Data Backup Setup window. Select the time to do the daily backup and the location of your storage device and folder name. Once the setup is complete, the process will happen every workday at the time specified. 
The server must be powered on in order for the backup to happen. If the storage device requires power, it will as well.  All instances of MaxxTraxx should be logged off



If everything is powered on and the storage device is accessible by the server, the database backup is automatic.
You will have to manually backup the document and picture files. 
Navigate to the Scott Systems folder. It is usually on the C: drive, but could be on another drive. Open the folder, find the MaxxTraxx Pro (or just MaxxTraxx) folder and open it. Highlight the following folders to copy:
Documents
Excel
Export
PDF
Pending Documents
Pictures



Copy those six folders to the root directory of the storage device (not in the same folder as the database). Wait until Windows advises you the downloads are complete before doing anything else. 
At the same time you can backup other files on the server if there is sufficient room on the storage device. 
After the initial backup, Windows will tell you a file with the same name exists on the storage device, Make sure to replace the file each time you get that warning. If you don't, Windows will keep the old version of the file. 

Your daily backup is now complete. You can power down the storage device and put it in a secure location at this time. 
 







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