The information in this article applies to:
This article provides information regarding various backup strategies for Tabs3 and PracticeMaster software. It discusses recommendations for standard versions of Tabs3 and PracticeMaster software as well as Client Server Versions of the software.
The Tabs3 and PracticeMaster software includes a built-in back up program. The standard multi-user software includes the Back Up Data Files and Restore Data Files programs whereas the Client Server Version (CSV) of Tabs3 and PracticeMaster includes the HotBackup and Restore HotBackup programs. These built-in back up programs are designed to create a temporary backup of all data files.
| Standard Multi-User Version Back Up Data Files / Restore Data Files |
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| Client Server Versions HotBackup / Restore HotBackup |
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A more detailed comparison of the built-in back up programs can be found in R11193, HotBackup Overview. This article also provides additional information regarding HotBackup features.
It is important to note that the built-in backup programs in the Tabs3 and PracticeMaster software back up data files. They do not back up program files, nor do they back up every file in the Tabs3 program directory. You will need to use a third-party backup to back up the Tabs3 program directory for purposes of recovering from a catastrophic failure, such as fire, flood, theft, server hard drive failure, etc.
Note: When referring to the Tabs3 Program Directory, it is assumed that the Program Directory and Current Working Directory are the same. The Program Directory and Current Working Directory can be seen in the Help | About window.
When backing up Tabs3 and PracticeMaster data using other backup software, you must observe the following in order to create a successful backup:
Additionally, when using the Client Server Version of the software, you must observe one of the following:
Note: The *.FCS files are STI Server files that must not be locked by other programs, such as third-party backup programs, while STI Server is running. Doing so can cause errors in the Client Server Software that would require restoring from an earlier backup.
When backing up Tabs3 and PracticeMaster software using a third-party backup method, all files in the database structure must be closed in order to create a valid backup. If users are in the software or do not exit the software properly, files are left open. In larger firms, it can become quite difficult to ensure that all users have closed all applications properly before every backup. Having an administrator reset users is not a good solution because it can also cause files to be left open as well as potentially introduce data corruption.
Depending on the third-party backup software being used, it typically can be configured to skip open files or wait for the open/cached files to close. Both of these options are problematic when backing up Tabs3 and PracticeMaster data files. Skipping open files in database software is not a viable solution because all Tabs3 and PracticeMaster data files must be backed up as a set. Waiting is not a good solution either because it can cause mismatched data files as well as backups that do not complete.
Making a backup that does not include all data files provides a false sense of security. This is because restoring this backup will almost certainly yield a set of data with mismatched data files and will in all likelihood include Data File Integrity Check errors, generate fatal errors, and be unusable.
The following discusses additional backup strategies as they relate to making third-party backups when using Client Server Version software.
The following table summarizes two different third-party backup options that can be used if you want to rely on a third-party backup as a stand-alone backup. Option A requires shutting down the STI Server and Option B allows the STI Server to remain running but requires you to exclude *.FCS files. Note that both options require all users to exit the Tabs3 and PracticeMaster software.
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Option A |
Option B |
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When making a third-party backup, backing up your data files requires that all users exit the Tabs3 and PracticeMaster software. In many situations, it may not be practical to have all users exit the software. This is one of the primary reasons why we developed HotBackup.
It is possible to implement a backup strategy that allows for users in the Tabs3 and PracticeMaster software. This strategy uses a third-party backup and HotBackup together; it also may require restoring from both a third-party backup and a HotBackup in the event it is necessary to restore.
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Option C - Skip Open Files |
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It is extremely important to note that files are open when users are in the Tabs3 and PracticeMaster software. If open files are skipped during a third-party backup, the third-party backup is not valid as a stand-alone backup because all data files must be backed up as a set of data files at the same time. However, any Tabs3 or PracticeMaster data files that are skipped because they are in use will be included in the HotBackup. Therefore, although the third-party backup by itself is invalid, restoring a HotBackup immediately after restoring a third-party backup addresses these issues.
Note: For best results, this technique requires that the HotBackup be made directly before the third-party backup as discussed in the Scheduling Backups section.
Skipped Files Note: When using this method, it is important to be aware of the files that are not included in HotBackup.
In the event you need to restore a third-party backup on top of a current Client Server Version installation, you must delete the existing *.FCS files before restoring the backup. The following outlines the sequence of events.
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Restoring Third-Party Backups |
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Regardless of which backup strategy you implement, when scheduling backups, it is important to observe the following:
A HotBackup includes all of the Tabs3 and PracticeMaster data files you would need to restore your Tabs3 and PracticeMaster data set. However, HotBackup is not intended to be a full backup of the Tabs3 program directory. The Tabs3 program directory includes some files that are not included in the HotBackup that you may want recovered in the event you would need to restore. Therefore, it is important to periodically back up the entire Tabs3 program directory and HotBackup folder using a third-party backup method that does NOT skip open files.
The following files from the Tabs3/PracticeMaster program directory (and all folders under the program directory) are not included in the HotBackup:
Locked Files: Some third-party backup software programs, such as Backup Exec software by Symantec, allow you to configure the backup to lock files while they are being backed up. Do NOT enable this option. This option can cause fatal errors if the backup is performed while the Tabs3 and PracticeMaster software is running or while the STI Server and STI Director are running. Instead, configure the backup software to skip open files and use HotBackup in addition to your third-party backup as previously discussed in Option C.
Incremental Backups: We recommend not using incremental backups of the Tabs3 folder because of potential issues that can occur with mismatched data files.
If I'm using CSV, can I simply back up my HotBackup folder and not back up the Tabs3 program folder?
You could; however, you run the risk of not having a current backup of the files that are not included in a HotBackup. We recommend periodically backing up the entire Tabs3 program directory (and all folders under the program directory).
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