It's absolutely essential that you make regular backups of your database, your Word templates and your e-mail templates. A great article on backup considerations is here: http://www.techsoup.org/support/articles-and-how-tos/your-organizations-backup-strategy.
Each day when you start CharityMaster, a new backup of your data file (usually named charitymaster_be.accdb) is automatically created and stored in the location specified on the System setup screen. CharityMaster will retain only the last 15 backups.
You can change where backups are stored by navigating to the System setup screen. We recommend that you use a cloud service such as DropBox.
Note that CharityMaster does NOT make backups of your Word or e-mail templates.
What needs to be backed up?
When CharityMaster is installed, the database and the standard Word templates are installed in the C:CharityMaster directory on the hard drive of the computer on which you are installing the system. You need to do daily backups of all of the contents of this folder. However, you may have elected to move your database to a different computer or perhaps you are accessing your database over the internet. The best way to ensure you have up-to-date backups depends on where the database and templates are stored.
Database and templates stored on a server
In this case, you need to ascertain what backup processes are in effect for the server. Ensure that the folder in which your database and templates are stored is included in the daily backup process.
CharityMaster is being hosted
The hosting provider will back up all of your folders on a daily basis. However, it is important that you check with them to ensure that the location of your database and templates is included in the server backup.
In addition, we highly recommend that you download the complete contents of the CharityMaster storage location to a local workstation or CD disk at least monthly.
Database and templates stored on local computer
We recommend that you make a copy of your database and templates every day. You can simply copy the entire folder to a CD or DVD disk or to a memory stick or to another computer. If you don't wish to do this daily, we recommend using CharityMaster's built in backup tool daily. This will back up just your database and guard against your database becoming corrupted. To create a backup, click on the Home tab then click the Backup back end button. CharityMaster will create a dated backup file in the location you have specified on the "System setup" screen.