Backup and restoration of PowerWolf management databases

Management software may contain years of information: customer and member records, transactions, cases, payments, deadlines, documents, loans, access records and other operational activities. Losing the database can therefore seriously compromise the organisation's work.

Performing regular backups is one of the main safety rules when using any application. A backup does not prevent a failure or error, but it provides a copy that can be used to recover the data.

The frequency of copies should be proportionate to the amount of work that can reasonably be reconstructed if a problem occurs.

Backup procedures can be used with the different configurations supported by PowerWolf software:

✓ local database, installed on the same computer as the application;

✓ database on a LAN, shared by multiple workstations within the same organisation;

✓ remote MySQL database, accessible through the Internet from authorised offices or computers.

The technical procedures may vary according to the product and archive type, but the principle remains the same: create a recoverable copy and store it separately from the original data.

The backup can be started manually by the user, for example before an update, a major change or transferring the application to another computer.

In software that includes the automatic function, a configuration panel is available for setting parameters such as:

✓ copy frequency;
✓ destination folder;
✓ optional compression;
✓ execution method and timing.

Automation reduces the risk of forgetting a backup, but it is still advisable to check periodically that the copies are being created correctly.

Saving a copy in the same folder or on the same drive as the database may be useful only as a temporary copy, but it does not provide sufficient protection.

If the drive fails, the computer is stolen, data is accidentally deleted, or ransomware or other malware strikes, both the original data and the corresponding backups may be lost at the same time.

It is therefore advisable to keep at least one copy on storage that is physically or logically separate from the main system.

Depending on the size of the database and the way work is organised, copies can be stored on:

✓ external USB drive;

✓ network drive or NAS;

✓ a different computer or server;

✓ protected remote storage;

✓ multiple destinations used in rotation.

External storage media should be kept carefully and, when not required, may be disconnected from the computer to reduce exposure to malware and ransomware.

Keeping a single copy and continually overwriting it may not be sufficient. A database error or corruption may only be discovered after several days.

Whenever possible, it is preferable to keep multiple copies with different dates, such as daily, weekly or monthly versions, according to the importance and update frequency of the data.

Backup copies can be compressed when this function is supported by the software and the selected configuration.

Compression can reduce storage usage, simplify the retention of multiple versions and make transfer to external media or remote destinations easier.

The compressedd file must still be stored in a protected location and should not be considered secure merely because it occupies less space.

Compatible PowerWolf software includes a function dedicated to restoring a backup copy. The user can select the file to recover and start the procedure provided by the application.

Restoration may be useful after replacing a computer, a failure, an incorrect change or when an earlier version of the archive must be recovered.

Before proceeding, it is important to verify the selected copy, close any other connected workstations and follow the instructions for the product being used.

The mere presence of a file does not guarantee that the backup is current or usable. It is good practice to check periodically:

✓ date and size of the copy;

✓ correctness of the destination folder;

✓ available space on the storage medium;

✓ presence of any error messages;

✓ ability to perform restoration.

Restoration tests must be planned carefully to avoid unintentionally overwriting the database currently in use.

For bibliographic catalogues, records, loans, transactions and library or collection settings. Backup protects the work performed in cataloguing and day-to-day book management.

Discover PowerBK

For members, cards, payments, deadlines, activities and access records in clubs, associations and sports centres. Copies may concern local, multi-workstation or remote-database installations.

Discover PowerCLUB

For member records, subscriptions, courses, payments, deadlines and access control in gyms and fitness centres. Proper backup planning reduces the risk of losing important operational information.

Discover PowerFIT

For cases, customers, documents, deadlines, protocols and professional activities. The availability of up-to-date copies is particularly important when the database is the office's operational archive.

Discover PowerPRA

For shipments, customers, recipients, documents, transactions and other organisational information. Backup makes it possible to retain periodic copies of the archive used in daily operations.

Discover PowerSPED

For animal records, genealogies, litters, boarding, health deadlines, expenses and documents. Backup copies protect an archive that may be built and updated over many years.

Discover PowerDOGs

Planning should begin with a simple question: how much data can you accept losing? If the database is modified every day, a monthly copy may not be sufficient.

For heavily used archives, daily or more frequent copies may be appropriate, supplemented by weekly and monthly versions retained for longer periods.

A backup copy normally contains the same information as the original database and must therefore be protected carefully.

Access should be limited to authorised operators, external media protected, remote-destination credentials checked and internal data-retention procedures followed.

The backup strategy should be configured from the earliest stages of using the software, without waiting for the database to become very large or for a problem to occur.

A backup performed regularly and verified periodically is a simple but fundamental measure for operational continuity.