Backing Up a Digital Library

A digital library is not made up only of a list of books. Over time, it may contain thousands of bibliographic records, ISBN codes, Dewey classifications, shelving locations, cover images, user records, loan transactions, due dates, notes and attached documents.

Losing the database can therefore erase years of cataloguing, make it difficult to determine which books are available or on loan, and force staff to manually reconstruct information that may no longer be recoverable from other sources.

A well-organised backup makes it possible to restore work after a disk failure, human error, an unsuccessful update, malware infection, computer theft or physical damage.

🔗 Learn more about backup strategies for management databases

Backup
Keeps a separate copy of the data and, ideally, multiple versions over time.

Synchronisation
Keeps files and folders aligned across multiple devices.

Synchronisation does not automatically replace backup: a deleted or corrupted file may also be replicated to the other workstations.

The database normally contains titles, authors, publishers, ISBNs, classifications, shelving locations, inventory records, loans and user records. It is the main component that must be protected.

Images and documents may be stored in folders outside the database. The backup must therefore also include the directories containing covers, scans, PDFs and other attachments.

It is advisable to preserve configurations, print templates, labels, import layouts, exports and any custom files required to recreate the working environment.

Keep the original database and at least two additional copies. In this way, the failure of a single file or device does not compromise the entire digital collection.

The copies should be stored on different technologies or devices, such as an internal drive, USB drive, NAS or cloud storage.

At least one copy should be kept off-site or on a remote system to protect the data from theft, fire, flooding or widespread damage.

The local backup to an external drive is simple and fast, but the device should be disconnected after the operation. Leaving a USB drive permanently connected exposes it to the same malware and risks as the main computer.

A NAS can centralise copies from multiple workstations and simplify automation. However, it must be configured correctly, protected with strong credentials and, preferably, supplemented by a copy stored elsewhere.

The cloud is useful for keeping a remote copy, but encryption, credentials, available space, version retention and restoration times must be checked.

💡 Best practice: combine a fast local copy, useful for everyday restoration, with a remote copy intended for more serious events.

⚠ Copying the database to a second folder on the same drive does not provide sufficient protection.

If the drive fails, is encrypted by ransomware or the computer is stolen, both copies may be lost at the same time.

When the catalogue is stored in a local file, the backup may consist of a controlled copy of the database and its associated folders. It is preferable to perform the copy when the application is not modifying data, to avoid inconsistent or partially updated files.

In this case too, multiple versions should be retained instead of continually overwriting the only available copy.

For a remote MySQL database, simply copying a folder from the operator's computer is not sufficient. An export procedure or the server's backup tools must be used, and the resulting file must be checked to ensure that it can be imported correctly.

The server provider may perform automatic backups, but it is advisable to know their frequency, retention period and recovery method, while also keeping a copy under your own control whenever possible.

📝 Discover how PowerWolf software can use MySQL

Suitable for libraries where books, loans or users are added almost every day. It reduces the amount of work that must be reconstructed.

It may be sufficient for small catalogues that are updated infrequently, provided that additional copies are created before imports, updates or major changes.

Keeping daily, weekly or monthly copies makes it possible to return to an earlier state even when an error is discovered several days later.

The presence of a backup file does not guarantee that the copy is valid. The process may have been interrupted, the storage medium may be damaged, or external folders required by the software may be missing.

It is therefore important to check the date, size and contents of the copies and periodically perform a restoration test in a folder or on a test workstation.

The test should at least verify that the catalogue opens, records are present, covers can be viewed, and loans, users and main functions can be accessed correctly.

✓ Best practice: briefly document who performs the backup, where the copies are stored and which steps must be followed for restoration.

Check regularly:

✓ date of the latest copy;
✓ available space;
✓ readability of the storage medium;
✓ presence of multiple versions;
✓ completeness of the folders;
✓ restoration capability.

An external drive disconnected after the backup cannot be encrypted by malware active on the workstation during the rest of the day.

Keeping multiple versions makes it possible to recover data deleted or altered before the error was noticed.

Backup folders should not be modifiable by every user. Permissions should be restricted and remote accounts protected with strong credentials.

PowerBK is Windows software for cataloguing and managing libraries, book collections and book archives. Its integrated backup functions help create database copies and restore the archive when necessary.

The database backup should still form part of a broader strategy: in addition to the copy created by the application, external storage media should be used, different versions retained and at least one copy kept separate from the main computer.

PowerBK can also work with local databases or a remote MySQL database, depending on the library's requirements and the number of workstations used.

📚 Discover PowerBK, software for cataloguing books and libraries

📊 Learn more about importing and exporting data

Always create an additional copy before:

• importing many records;
• updating the software;
• modifying the database structure;
• replacing the computer;
• transferring the catalogue;
• deleting data in bulk.

Question: What data should I back up?
Answer: At least the catalogue database, user records, loans, covers, attachments, settings and any templates or custom files.

Question: Can I keep the backup on the same computer?
Answer: It can be used as a temporary copy, but it must not be the only one. A failure, theft or ransomware attack could destroy both the original data and the copy at the same time.

Question: How often should I perform a backup?
Answer: The frequency depends on how often the catalogue is updated and how many hours or days of work you are prepared to lose. For daily use, a daily copy is normally recommended.

Question: Does cloud storage replace an external drive?
Answer: Not necessarily. The two solutions can complement each other: an external drive enables fast restoration, while cloud storage provides a remote copy.

Question: Should I test restoration?
Answer: Yes. Periodic verification is the only practical way to know whether the copy is complete and genuinely usable.

Question: Does PowerBK support backups?
Answer: Yes. PowerBK includes dedicated database backup and restoration functions, which should be combined with a proper retention policy using separate storage media.