FASTSIGNS®
External hard disk backup

Combined with online backup to give
inexpensive, constant backup and emergency recovery of all your important files.

A key part of the FASTSIGNS franchise system is having a data backup plan that provides for recovery of your important POS and graphics files. This is a necessity to assure the survival of your business.

This webpage walks you through it with simple and complete instructions.

This FASTSIGNS® procedure is recommended for all FASTSIGNS®  and SIGNWAVE® stores.

For POS backup, it uses the Zirius online backup solution (named Zocobu). For graphics files it combines Zocobu with external hard drive backup. This produces an effective, low cost Backup and Disaster Recovery plan with the ability to back up hundreds of gigabytes of graphics and POS files. 

Zocobu backups are done regularly throughout each day.

If you need help with any of it, you are welcome to contact Zirius, our data safety consultant and vendor, at 877-270-5557. They are available to help you at any stage.

About the Zirius backup service (Zocobu):

Zirius provides a service called Zocobu that automatically and continually backs up POS and graphics data, dramatically reducing the risk of data loss.

POS data is to be backed up using the Zocobu service by itself. Nothing else is needed. 

For graphics data, Zocobu can be used by itself for ease and simplicity, or in combination with external hard drives for minimal cost. 

A summary of the Zocobu service:

  • The service allows the store to designate which folders need to be backed up.

  • Regularly throughout the workday, Zocobu automatically uploads files and folders to their online servers. The backup will be, at most, 2 hours out of date.

  • The cost of the Zirius service is currently $22/month per workstation, with a $45 setup fee.

    POS backup plus a basic level of graphics backup cost $39/month together.

  • Zirius will install it for you. Technical support  can be obtained by calling (800) 647-4594 or by emailing support@zirius.com.

Information on Zirius can be found in the FASTSIGNS Knowledge Base (Document ID 1471).

Continuous Backup of POS Data

POS data is to be backed up using the Zocobu service provided by Zirius. 

Zocobu automatically uploads POS files and folders to their online servers and keeps the last 10 versions.  The backup will be, at most, 2 hours out of date.

Zirius will install Zocobu on the machine that hosts POS, and set it to backup the following files and folders:

POS Version

Default Location

Folder Purpose

Cyrious 2000

(Network Version)

P:\POS\Data3\

Database

P:\POS\CustomReports\

Customized Report Templates

P:\POS\Mktg\

Customized Marketing Documents and Queries

Cyrious 2000

(Single-User Version)

C:\POS\Data3\

Database

C:\POS\CustomReports\

Customized Report Templates

C:\POS\Mktg\

Customized Marketing Documents and Queries

Cyrious v8.0 / 8.5

C:\Program Files\Cyrious\SMS\Data

Database

C:\Program Files\Cyrious\SMS\SMSStoreData.mdb and

C:\Program Files\Cyrious\SMS\SMSSystemData.mdb

Customized Report Menus

C:\Program Files\Cyrious\SMS\Reports\

Customized Marketing Word Documents and Queries

Cyrious Control[1]

C:\Program Files\Cyrious\Control\StoreData.mdf

and

C:\Program Files\Cyrious\Control\StoreData.ldf

Database files

C:\Program Files\Cyrious\Control\Reports\

Customized Word Templates

APOS 6

C:\Program Files\POS6\Data\POS6-32.mdb

Database

C:\Program Files\POS6\Graphics\

Customized Marketing Word Documents


[1] Cyrious, who provides the POS software, works with Zirius whenever needed to resolve any problems that may occur.  Contact Cyrious Tech Support for any problems with the POS itself.

Backup of Graphics Data

Setting up your graphics files:

In your store, your data needs to be in a single, central location, not spread across multiple hard drives on multiple computers.  This is the recommended FASTSIGNS® system, and creates an easy way to track the files you have, facilitates the backup regimen, and eliminates the tendency to misplace files on the network.

Choose a single device, either a Network Attached Storage device (such as a TeraStation) or a designated workstation, to become the graphics file repository. This is called a server.

On this storage device create the file structure shown in the graphic below.

You will be placing your existing files easily into the appropriate folders. 

Your data is now organized into three folders:

  • Working,
  • TBA, and
  • Archived.

**The graphics server computer,  used to store graphics data,
is NOT to be the POS Server or the RIP station**


    Using the System:

The Working folder
(This folder contains jobs you are currently working on.)

These files are currently being edited for jobs.

This folder is backed up online and continuously by Zocobu.

Once a completed job is paid for, the employee moves the files for that job from the Working folder to the Jobs folder under TBA.

NOTE: 
Logos that are scanned or acquired for a job are to be immediately saved in the Logos folder under TBA.

The TBA folder
(I.E. To Be Archived, meaning work that is completed and ready to be placed in the Archived folder.

This folder is backed up online and continuously by Zocobu.

Once a completed job is paid for, the employee moves the files for that job from the Working folder to the Jobs folder under TBA.

Files in TBA are moved into the Archived folder permanently at the time that the TBA files copied onto the external hard disk, which is then stored off-site. See under Archived, below.

The Archived folder
This folder contains jobs that are completed and have been copied to the external hard drive.

The Archived folder is NOT backed up online by Zocobu.

Monthly, the TBA folder files are copied to the Jobs folder on the external hard drive . The Working and TBA folders do not exist on the external hard drive.

Once the TBA files are copied to the external drive,  those folders on the graphics server are also moved into the Archived folder on the graphics server. They now exist in two locations, and no longer exist in Zocobu, which does not back up the Archived folder.

The appropriate subfolder is always chosen according to job number.
I.E. files for job 2622 will be placed into the “2000” folder, and the logo for SFZ Music Company goes into the “S” folder.

This means the Archived folder on the graphics server contains only files that are no longer being edited, and have been archived to the external drive. 

These files can still be accessed on the graphics server, but not edited.

If data is lost from the graphics server in an accident, you have the external hard drive as a backup. 

In the situation where a file that is located in the Archived folder needs to be edited, the file must be saved to the Working folder as a new piece of work first, and then changes can be made. It will then be re-archived at the next monthly archiving.

Storage system for external hard drives   (holding Archived files):

You will need two external hard drives.

One will be in your shop, plugged into your graphics server, ready to take data.

The other, holding the data from the last archive, will be in a very secure place of your choice away from the office. If any disaster occurs at your shop (water main break or flood, lightening strike, fire, etc.) that data is your complete backup of everything in your shop.

After each time you archive files (moving them from the TBA folder to both (1) the Archived folder and to (2) the external hard drive), you rotate the hard drives so they trade places. The newly backed up one is placed in the in the safe storage location away from your office. The other is plugged into the graphics server that holds all your graphics files.

Recommended:
Store your hard drive in a bank safe deposit box, inside double zip-locked bags. This is a fire proof, static proof environment excellent for electronics. However they are not waterproof. Adding the double sealed zip-lock bags takes care of the water risk