News and backup: Difference between revisions

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== Backing up ==

'''To back up, double-click on the "News and Backup" shortcut on your desktop.'''

=== ~~When to~~ run ===

=== How often should you run News and Backup? ===

* Run '''~~while connected to the network~~''' at ~~at the following times (~~'''~~required~~''' ~~- this goes to Regional Server):~~

The following are the '''minimally required news and backups''' and their reasons:

**at '''~~every shift start~~''' ~~before~~ data ~~entry~~ (~~to ensure~~ you have the newest version of the ~~program)~~

# at '''beginning of collection with a laptop''' before data entry

**at '''~~every shift~~ end''' (to ~~ensure~~ your data ~~is backed up~~ to the ~~server)~~

#*this ensures that you have the newest version of the '''program''' and '''any internal data changes (e.g. dropdowns, cross-checks)'''

**'''before ~~deleting~~''' ~~any files~~ after [[sending]]

# when the email about the [[Cognos]] data arrives

* ~~when disconnected from~~ the ~~network~~ you can ~~run it~~ as ~~often~~ as you want~~; this creates additional intermediate~~ backups only ~~on your SD card however this '''does not preclude the above required~~ backups to ~~Regional Server~~.~~'''~~

#* this ensures that you have the newest version of the '''Cognos data'''

# at '''end of collection day with a laptop''' (whether you send or not)

#* very rarely things go wrong during sending; making a backup just before sending means we would be able to restore you to that version if sending corrupts your data

#* also, it gives main office data to go on if they have to do any "forensics" on your data if send made a mess at our end; sometimes the [[Data processor]] will re-send data from this backup so you don't have to.

# '''just before [[sending]]''''

# '''after [[sending]]''' but '''before DELETING''' any files from laptop

#* again, this gives the main office data to review in case something went wrong with the send.

You can additionally back up mid day. In theory you can do this as frequently as you want, but there are draw backs: we only keep the last 40 backups, so if you back up 10 times a day we only have 2 days of backups for you. So, if we found out that we want to know something that happened last week, then if you did 10 a day we would no longer have the data, but if you did 3 a day, we usually would still have the data. So, be reasonable in your backup frequency.

==Importance of backup to REGIONAL SERVER==

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The "'''News and Backup'''" batch file is a batch file on each '''laptop''' which does the following:

* [[batstart.bat]]

** sets the ~~location of the laptop~~

** sets the [[Laptop identifier]]

** checks if there is a newer version of [[backup.bat]]; if so, it downloads it

** calls [[backup.bat]]

* [[backup.bat]]

* back up to ~~server~~ w 20 versions of [[CCMDB_data.mdb]] ~~to the SD card~~

** back up to local backup directory c:\ccmdb_data\ccmdb_backups w 20 versions of [[CCMDB_data.mdb]]

* back up to server w 20 versions of [[CCMDB_data.mdb]] to the regional server

** back up to server w 40 versions of [[CCMDB_data.mdb]] to the regional server

* check if there is a file [[Regional Server]]\Programs\<hosp>_<ward>\ccmdb.~~mdb~~; if so,

** check if there is a file [[Regional Server]]\Programs\<hosp>_<ward>\ccmdb.accdb; if so,

** '''move''' the file from the regional server to c:\ccmdb_'''program'''

** open the wiki to [[Log]] to show what has changed

** copy log file CCMDB_backup_log.txt to the corresponding [[Regional Server]]\data\<[[Laptop identifier]]>; this log would show you when people have run news and backup and if there were errors.

== Setting up the file on a laptop ==

If the laptop is set up according to [[Laptop Setup]] then the batch files and shortcuts will be copied down as part of the process. The only thing to do locally would be to [[#Edit parameters for ~~location | edit parameters for location~~]].

If the laptop is set up according to [[Laptop Setup]] then the batch files and shortcuts will be copied down as part of the process.

*The only thing to do locally would be to [[#Edit parameters for identifier]].

=== Edit parameters for ~~location~~ ===

=== Edit parameters for identifier ===

# right-click the news-and-backup shortcut and click "edit"

#* '''Don't double-click''' because that would run the file

# go to the line that starts with "set ml=", should be around line 9

#* [[File:News and backup context menu.png | 150px]]

# change the ~~part after~~ the ~~= to~~ your directory on the regional server, e.g. HSC_H4

# go to the line that starts with "set ml=", should be around line 12

# change the "somewhere" to the [[Laptop identifier]], i.e. your directory on the regional server, e.g. HSC_H4

#* don't add spaces

#* make sure it's the directory used for the ~~location~~, for legacy reasons this might not be the main ward now collected on

#* make sure it's the directory used for the [[Laptop identifier]], for legacy reasons this might not be the main ward now collected on

# menu file save, menu file close

#* [[File:News and backup edit menu.png | 400px]]

=== if the shortcut is missing... ===

see [[~~All shortcuts fixer~~.bat]]

see [[Desktop install.bat]]

== Testing News and Backup ==

After initial setup test that the backup works:

* ~~make some change in ccmdb~~.~~mdb~~ to update date stamp of file on the client laptop

* open and close [[CCMDB.accdb]] to update date stamp of file on the client laptop

* execute the News and Backup batch file to perform the process

* check that ~~ccmdb~~.~~mdb~~ file with new stamp is on ~~sd card~~

* check that [[CCMDB.accdb]] file with new stamp is on c:\ccmdb_data\ccmdb_backups

* check that ~~ccmdb~~.~~mdb~~ file with new stamp is on [[Regional Server]]/data/<hsp>_<ward>

* check that [[CCMDB.accdb]] file with new stamp is on [[Regional Server]]/data/<hsp>_<ward>

== Information about the batch files ==

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== Updating the file ==

BatStart.bat looks on an update to backup.bat in regional server\programs\<~~location~~>; that file will replace the local one.

BatStart.bat looks for an update to backup.bat in regional server\programs\<[[Laptop identifier]]>; that file will replace the local one.

Make sure [[Batstart.bat#Log]]/[[Backup.bat#Log]] is updated with any changes.

== Error checking ==

Just do your backups and assume they work, there is no need for collectors to routinely check that the backups to the regional server are working. Main office checks regularly that backups are being done, so if backups are not making it to the regional server we will let you know.

Just do your backups and assume they work, there is no need for collectors to routinely check that the backups to the regional server are working. [[Data Processor]] in Main office checks regularly that backups are being done, so if backups are not making it to the regional server we will let you know.

~~Main office uses [[Backup_Checker.vbs]] to make sure the backups are working.~~

== Related articles ==

~~== problems ==~~

*July 16.13 - [[Change Priorities]] Dawna, Gra MICU, is having trouble with the news & backup for the ICU laptop. The error message that comes up each time is that a duplicate file name exists or the file cannot be found. I believe she emailed a screenshot of the message to you yesterday but it is still happening. After the error message repeats multiple times, it claims to be starting the backup to the SD card but then it stalls and goes no further. Is there a quick fix for this? Thanks-stephanie Cortilet.

** is that still a problem? Ttenbergen 10:44, 2014 April 24 (CDT)

*** Grace laptops are coming to collector meeting this week, should be fixed there. Ttenbergen 13:58, 2014 September 29 (CDT)

[[Category: Batch Files]]

[[Category:Batch Files]]

[[Category: Data Backup Dependencies]]

[[Category:Data Backup Dependencies]]

[[Category:Backup]]

@@ Line 3: / Line 3: @@
 == Backing up ==
 '''To back up, double-click on the "News and Backup" shortcut on your desktop.'''
-=== When  to run ===
+=== How often should you run News and Backup? ===
-* Run '''while connected to the network''' at at the following times ('''required''' - this goes to Regional Server):
+The following are the '''minimally required news and backups''' and their reasons:
-**at '''every shift start''' before data entry (to ensure you have the newest version of the program)
+# at '''beginning of collection with a laptop''' before data entry
-**at '''every shift end''' (to ensure your data is backed up to the server)
+#*this ensures that you have the newest version of the '''program''' and '''any internal data changes (e.g. dropdowns, cross-checks)'''
-**'''before deleting''' any files after [[sending]]
+# when the email about the [[Cognos]] data arrives
-* when disconnected from the network you can run it as often as you want; this creates additional intermediate backups only on your SD card however this '''does not preclude the above required backups to Regional Server.'''
+#* this ensures that you have the newest version of the '''Cognos data'''
+# at '''end of collection day with a laptop''' (whether you send or not)
+#* very rarely things go wrong during sending; making a backup just before sending means we would be able to restore you to that version if sending corrupts your data
+#* also, it gives main office data to go on if they have to do any "forensics" on your data if send made a mess at our end; sometimes the [[Data processor]] will re-send data from this backup so you don't have to.
+# '''just before [[sending]]''''
+# '''after [[sending]]''' but '''before DELETING''' any files from laptop
+#* again, this gives the main office data to review in case something went wrong with the send.
+You can additionally back up mid day. In theory you can do this as frequently as you want, but there are draw backs: we only keep the last 40 backups, so if you back up 10 times a day we only have 2 days of backups for you. So, if we found out that we want to know something that happened last week, then if you did 10 a day we would no longer have the data, but if you did 3 a day, we usually would still have the data. So, be reasonable in your backup frequency.
 ==Importance of backup to REGIONAL SERVER==
@@ Line 20: / Line 28: @@
 The "'''News and Backup'''" batch file is a batch file on each '''laptop''' which does the following:
 * [[batstart.bat]]
-** sets the location of the laptop
+** sets the [[Laptop identifier]]
 ** checks if there is a newer version of [[backup.bat]]; if so, it downloads it
 ** calls [[backup.bat]]
 * [[backup.bat]]
-* back up to server w 20 versions of [[CCMDB_data.mdb]] to the SD card
+** back up to local backup directory c:\ccmdb_data\ccmdb_backups w 20 versions of [[CCMDB_data.mdb]]
-* back up to server w 20 versions of [[CCMDB_data.mdb]] to the regional server
+** back up to server w 40 versions of [[CCMDB_data.mdb]] to the regional server
-* check if there is a file [[Regional Server]]\Programs\<hosp>_<ward>\ccmdb.mdb; if so,
+** check if there is a file [[Regional Server]]\Programs\<hosp>_<ward>\ccmdb.accdb; if so,
 ** '''move''' the file from the regional server to c:\ccmdb_'''program'''
 ** open the wiki to [[Log]] to show what has changed
+** copy log file CCMDB_backup_log.txt to the corresponding [[Regional Server]]\data\<[[Laptop identifier]]>; this log would show you when people have run news and backup and if there were errors.
 == Setting up the file on a laptop ==
-If the laptop is set up according to [[Laptop Setup]] then the batch files and shortcuts will be copied down as part of the process. The only thing to do locally would be to [[#Edit parameters for location | edit parameters for location]].
+If the laptop is set up according to [[Laptop Setup]] then the batch files and shortcuts will be copied down as part of the process.
+*The only thing to do locally would be to [[#Edit parameters for identifier]].
-=== Edit parameters for location ===
+=== Edit parameters for identifier ===
 # right-click the news-and-backup shortcut and click "edit"
 #* '''Don't double-click''' because that would run the file
-# go to the line that starts with "set ml=", should be around line 9
+#* [[File:News and backup context menu.png | 150px]]
-# change the part after the = to your directory on the regional server, e.g. HSC_H4
+# go to the line that starts with "set ml=", should be around line 12
+# change the "somewhere" to the [[Laptop identifier]], i.e. your directory on the regional server, e.g. HSC_H4
 #* don't add spaces
-#* make sure it's the directory used for the location, for legacy reasons this might not be the main ward now collected on
+#* make sure it's the directory used for the [[Laptop identifier]], for legacy reasons this might not be the main ward now collected on
 # menu file save, menu file close
+#* [[File:News and backup edit menu.png | 400px]]
 === if the shortcut is missing... ===
-see [[All shortcuts fixer.bat]]
+see [[Desktop install.bat]]
 == Testing News and Backup ==
 After initial setup test that the backup works:
-* make some change in ccmdb.mdb to update date stamp of file on the client laptop
+* open and close [[CCMDB.accdb]] to update date stamp of file on the client laptop
 * execute the News and Backup batch file to perform the process
-* check that ccmdb.mdb file with new stamp is on sd card
+* check that [[CCMDB.accdb]] file with new stamp is on c:\ccmdb_data\ccmdb_backups
-* check that ccmdb.mdb file with new stamp is on [[Regional Server]]/data/<hsp>_<ward>
+* check that [[CCMDB.accdb]] file with new stamp is on [[Regional Server]]/data/<hsp>_<ward>
 == Information about the batch files ==
@@ Line 58: / Line 70: @@
 == Updating the file ==
-BatStart.bat looks on an update to backup.bat in regional server\programs\<location>; that file will replace the local one.
+BatStart.bat looks for an update to backup.bat in regional server\programs\<[[Laptop identifier]]>; that file will replace the local one.
 Make sure [[Batstart.bat#Log]]/[[Backup.bat#Log]] is updated with any changes.
 == Error checking ==
-Just do your backups and assume they work, there is no need for collectors to routinely check that the backups to the regional server are working. Main office checks regularly that backups are being done, so if backups are not making it to the regional server we will let you know.
+Just do your backups and assume they work, there is no need for collectors to routinely check that the backups to the regional server are working. [[Data Processor]] in Main office checks regularly that backups are being done, so if backups are not making it to the regional server we will let you know.
-Main office uses [[Backup_Checker.vbs]] to make sure the backups are working.
+== Related articles ==
+{{Related Articles}}
-== problems ==
-*July 16.13 - [[Change Priorities]] Dawna, Gra MICU, is having trouble with the news & backup for the ICU laptop.  The error message that comes up each time is that a duplicate file name exists or the file cannot be found.  I believe she emailed a screenshot of the message to you yesterday but it is still happening.  After the error message repeats multiple times, it claims to be starting the backup to the SD card but then it stalls and goes no further.  Is there a quick fix for this? Thanks-stephanie Cortilet.
-** is that still a problem? Ttenbergen 10:44, 2014 April 24 (CDT)
-*** Grace laptops are coming to collector meeting this week, should be fixed there. Ttenbergen 13:58, 2014 September 29 (CDT)
-[[Category: Batch Files]]
+[[Category:Batch Files]]
-[[Category: Data Backup Dependencies]]
+[[Category:Data Backup Dependencies]]
+[[Category:Backup]]