Table of contents



19050151765Database Back up Procedure By: Andrew MuirheadTable of contents TOC \o "1-3" \h \z \u Introduction PAGEREF _Toc372363790 \h vDatabase Back up Procedure PAGEREF _Toc372363791 \h 1Formatting flash drive XE "flash drive" PAGEREF _Toc372363792 \h 1Deleting old schedules PAGEREF _Toc372363793 \h 6Adding new schedule PAGEREF _Toc372363794 \h 8Running database XE "database" back up XE "back up" PAGEREF _Toc372363795 \h 13References PAGEREF _Toc372363796 \h 17Images PAGEREF _Toc372363797 \h 17Index PAGEREF _Toc372363798 \h 19IntroductionThe purpose of this manual is to guide you step by step through the database back up procedure. Every step given in this manual should be followed every time you back up a database. Follow every step whether you are preparing a new server for a new location, or if you are redoing the back up for an existing server. You will need to follow every step given in this manual to insure that The flash drive is formatted correctlyThe back up is set up correctly to run every morning at 4 amThere is a current file to repopulate the database in case of a server crashBefore you can start on any of the steps listed in the manual, you will need to remote into the server via LogMeIn. Since this manual is written for technical support personnel, you should already have the log in information for LogMeIn and the server. If you do not have that information this manual is not for you. Talk to your supervisor if you are unsure whether you are allowed to back up the database.Once you remote into the server you are ready to follow the database back up procedure. You will not need any extra equipment other than your work computer. If you have questions about any of the steps in this manual please contact your supervisor. The database is the most vital part of our system, and if you do not follow the instructions precisely there is a chance of messing up the server. To insure this does not happen, do not hesitate to contact your supervisor if you feel you have done something wrong or you are unsure of what to do next. The sooner we catch the problem the quicker we can fix the problem.Database Back up ProcedureFormatting flash drive XE "flash drive" Before you can back up XE "back up" the database XE "database" you must format the flash drive XE "flash drive" . Formatting the flash drive insures that the flash drive is set to NTFS XE "NTFS" and is named properly. To format the flash drive, follow the next fourteen steps.Click Start at the bottom left side of the screen and then click My Computer. XE "My Computer" 38100245110This will open My Computer.38100244475Figure SEQ Figure \* ARABIC 100Figure SEQ Figure \* ARABIC 1Click the Folders button at the top middle of the tool bar right below Help.This will open up the folder branch on the left hand side of My Computer. XE "My Computer" 3810088902857573660Figure SEQ Figure \* ARABIC 200Figure SEQ Figure \* ARABIC 2Right click on My Computer XE "My Computer" on the left hand side and select Properties.This will open System Properties. XE "System Properties" 38100-95253810030480Figure SEQ Figure \* ARABIC 300Figure SEQ Figure \* ARABIC 3Click the Hardware XE "Hardware" tab at the top of the System Properties XE "System Properties" , and then select Device Manager. XE "Device Manager" This will open Device Manager. XE "Device Manager" 476255270538100566420Figure SEQ Figure \* ARABIC 400Figure SEQ Figure \* ARABIC 4Right click on the flash drive XE "flash drive" found under Disk Drivers, and select Properties.38100272415This will open the flash drive XE "flash drive" ’s Device Properties.57150130175Figure SEQ Figure \* ARABIC 500Figure SEQ Figure \* ARABIC 5Click the second tab at the top labeled Policies.Select Optimize for performance and then click OK. 38100279400381003975100Figure SEQ Figure \* ARABIC 600Figure SEQ Figure \* ARABIC 6This will bring you back to Device Manager. XE "Devise Manager" Close Device Manager XE "Device Manager" This will bring you back to My Computer. XE "My Computer" Right click on the flash drive XE "flash drive" and select Format.This will open the format box.381001397019050216535Figure SEQ Figure \* ARABIC 700Figure SEQ Figure \* ARABIC 7Change volume label to “Back up”.Click the drop down box under File system and select NTFS. XE "NTFS" Click Start at the bottom of the format box.This will bring up a warning box.285753048028575500380Figure SEQ Figure \* ARABIC 800Figure SEQ Figure \* ARABIC 8Click OK on the warning box.This will start the formatting.When it is done, a box will pop up that says complete.38100-127038100192405Figure SEQ Figure \* ARABIC 900Figure SEQ Figure \* ARABIC 9Click OK where it says Format Complete.38100914403810047625Figure SEQ Figure \* ARABIC 1000Figure SEQ Figure \* ARABIC 10The flash drive XE "flash drive" is now formatted. Deleting old schedulesNow that the flash drive XE "flash drive" is formatted you will need to delete the back up XE "back up" schedules XE "back up schedules" . You will delete the schedules so you can add a new back up schedule and make sure the back up is set up properly. To delete the schedules follow the next seven steps.Click Start at the bottom left hand side of the screen and then click on SQL Server Management Studio. XE "SQL Server Management Studio" This will launch SQL Server Management Studio. XE "SQL Server Management Studio" 190506351905078740Figure SEQ Figure \* ARABIC 1100Figure SEQ Figure \* ARABIC 11Click Connect when SQL Server Management Studio XE "SQL Server Management Studio" opens.190502830195Figure SEQ Figure \* ARABIC 1200Figure SEQ Figure \* ARABIC 1219050125095Click the plus sign next to SQL Server Agent XE "SQL Server Agent" on the left hand side, then click the plus sign next to Jobs.Right click on any of the jobs listed that are not Accounting Recap and jobAnnualClear, then click delete.This will bring up a script XE "script" to delete the scheduled job.19050-38101905091440Figure SEQ Figure \* ARABIC 1300Figure SEQ Figure \* ARABIC 13Click OK to delete the job.190503281680Figure SEQ Figure \* ARABIC 1400Figure SEQ Figure \* ARABIC 141905024130Repeat steps 4 and 5 till only Accounting Recap and jobAnnualClear is left.Leave SQL Server Management Studio XE "SQL Server Management Studio" open.All the old schedules have now been deleted.Adding new scheduleWith the flash drive XE "flash drive" formatted and the old schedules deleted you need to add a new back up XE "back up" schedule. Adding the new back up schedule will make sure that the system backs up the database XE "database" every morning at 4 am. Backing up the database XE "database" every day will ensure that if the server XE "server" crashes you have an up to date file to repopulate the database. To add a new schedule, follow the next fifteen steps.Click the plus sign next to Databases at the top left of SQL Server Management Studio. XE "SQL Server Management Studio" Right click on sweepstakefull XE "sweepstakesfull" , then click task, and then click Back Up.This will launch Back Up Database – sweepstakefull. XE "sweepstakesfull" 19050-2540190504916170Figure SEQ Figure \* ARABIC 1500Figure SEQ Figure \* ARABIC 15Click Remove under destination on the lower right hand side of the Back Up Database box.This will launch the Select Back up Destination box.190500190506350Figure SEQ Figure \* ARABIC 1600Figure SEQ Figure \* ARABIC 16Click the box to the right of File name: to select a new destination for the database XE "database" back up. XE "back up" This will launch a box with all the files on the server. XE "server" -28575889019050259715Figure SEQ Figure \* ARABIC 1700Figure SEQ Figure \* ARABIC 17Scroll all the way down to the bottom and select the drive that is your flash drive. XE "flash drive" The drive will either be E: or F:Type in “sweepstakefull” XE "sweepstakesfull" in the file name at the bottom, then click OK.This will bring you back to Select Back up Destination box.1905080010190503814445Figure SEQ Figure \* ARABIC 1800Figure SEQ Figure \* ARABIC 18Click OK at the bottom of the Select Back up Destination box.This will bring you back to Back Up Database – sweepstakefull. XE "sweepstakesfull" 19050150495190502951480Figure SEQ Figure \* ARABIC 1900Figure SEQ Figure \* ARABIC 19Click on Options at the top left portion of the box, then select Overwrite all existing back up XE "back up" sets.19050-444519050139700Figure SEQ Figure \* ARABIC 2000Figure SEQ Figure \* ARABIC 20Click General at the top left hand side above Options.Click the arrow next to Script XE "Script" and select the last option which is Script Action to Job.This will launch the New Job XE "New Job" box.19050128905190502477135Figure SEQ Figure \* ARABIC 2100Figure SEQ Figure \* ARABIC 21Click Schedules XE "Schedules" located at the top left hand side of the box then click New…This will launch the New Job XE "New Job" Schedule box.190504631690Figure SEQ Figure \* ARABIC 2200Figure SEQ Figure \* ARABIC 22190502540Type “Daily” into the Name: section at the top.Drop down the menu for Occurs: located under the Frequency menu in the middle of the New Job XE "New Job" Schedule box and select Daily.Click Occurs once at: located under the Daily Frequency menu and change the time to 4:00:00 AM.Click OK.This will run the script XE "script" and bring you back to Back Up Database – sweepstakefull. XE "sweepstakesfull" 190505419725Figure SEQ Figure \* ARABIC 2300Figure SEQ Figure \* ARABIC 23190500The new back up XE "back up" schedule XE "schedule" has now been added. This schedule will run every morning at 4 am.Running database XE "database" back up XE "back up" After formatting the flash drive XE "flash drive" , deleting the old schedules and adding a new schedule, it is time to run the database XE "database" back up XE "back up" . You will run the database back up to make sure there is a current file available in case the server XE "server" crashes between now and time the schedule XE "schedule" d database back up runs at 4 am. After you run the database XE "database" back up, you will need to see if the size of the back up matches the size of the database. If it does not match, contact the Server manager immediately. To run the database back up follow the next six steps.Click OK at the bottom right hand side of the Back Up Database – sweepstakefull XE "sweepstakefull" box.This will run the database XE "database" back up. XE "back up" It will take anywhere from five minutes to an hour depending on the size of the database. XE "database" When the backup is done, a prompt will pop up saying “The back up XE "back up" of database XE "database" ‘sweepstakefull XE "sweepstakefull" ’ completed successfully.”19050444519050254635Figure SEQ Figure \* ARABIC 2400Figure SEQ Figure \* ARABIC 24190503797300Figure SEQ Figure \* ARABIC 2500Figure SEQ Figure \* ARABIC 2519050215900Click OK then close SQL Server Management Studio. XE "SQL Server Management Studio" This will bring you back to My Computer. XE "My Computer" 19050381019050215265Figure SEQ Figure \* ARABIC 2600Figure SEQ Figure \* ARABIC 26Click on the flash drive XE "flash drive" and note the size of the database. XE "database" 190502203450Figure SEQ Figure \* ARABIC 2700Figure SEQ Figure \* ARABIC 27190503175Click the plus sign next to Data(D:) .Click the plus sign next to WTGData, then click on Database.Find sweepstakefull XE "sweepstakefull" .mdf and note the size of the file.This file will be about the same size as the back up. XE "back up" The back up XE "back up" will always be slightly smaller than sweepstakefull XE "sweepstakefull" .mdf.If the size of the back up XE "back up" and the size of sweepstakefull XE "sweepstakefull" .mdf are very different call the server XE "server" manager immediately.190502848610Figure SEQ Figure \* ARABIC 2800Figure SEQ Figure \* ARABIC 2819050635You have just completed setting up the database XE "database" backup. If you followed the directions correctly, there will now be an up to date back up XE "back up" file on the correctly formatted thumb drive, along with a script XE "script" that will run the database back up every morning at 4 am. If you have any questions, or need help with the database XE "database" procedure, contact the server XE "server" manager or operation manager.ReferencesImagesFront cover - Company logoFigures 1-28 are screen shots taken by the authorIndex INDEX \c "2" \z "1033" back up, v, 1, 6, 8, 9, 10, 13, 14, 16database, v, 1, 8, 9, 13, 14, 15, 16Device Manager, 2, 4Device Manager, 3flash drive, v, 1, 3, 4, 5, 6, 8, 9, 13, 15Hardware, 2My Computer, 1, 4, 15New Job, 11, 12NTFS, 1, 4schedule, 6, 12, 13script, 7, 11, 12, 16server, v, 8, 9, 13, 16SQL Server Agent, 7SQL Server Management Studio, 6, 8, 15sweepstakefull, 8, 10, 12, 13, 14, 16System Properties, 2 ................
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