Always remember to back things up


Many who run various parts of their own books on a computer often fail to realise the importance of backing up their files externally. Leaving all of your financial files in one place leaves you open to a multitude of pitfalls and crimes which can leave you floundering when it comes to getting your books in order.

Backing up not only protects businesses’ financial information from security risks from outside sources, but also ensures that the information is retrievable in case of computer hardware or software malfunctions, as well as unforeseen circumstances such as fire damage.

There are also productive reasons to produce backups, since access via a cloud means the information can be retrieved from various locations if required. Also the data can be placed onto a portable storage device, meaning the information can be provided easily to others such as accountants. Knowing how to carry out file backups is a very handy piece of knowledge for your business.

We recommend you take regular backups of your work but not onto the hard drive of the computer on which you are working. It should always be onto an external storage device such as an external hard drive or memory stick. Ideally, this should be done at the end of each day when you have made any changes to your accounts, no matter how small they may be.

Not only can a backup be used in the event of lost data, but it can also be used to reset your accounts to a time before a known mistake was made. As the industry-leading piece of software in the financial world, we will take you through the simple process of backing up your company’s financial information via Sage. Although this may seem daunting to those who are yet to go through the process, we assure you, it is a process which is easy to follow and can give you peace of mind.

Step 1

Firstly, open up the Sage accounts you are working on if they are not already open.

Step 2

Go to File in the upper left corner, and scroll down the list to the Backup option.

Step 3

You should now see a window which offers you the opportunity to name the backup file, and to decide on the location of the backup.

For naming the file, we recommend using the business name, followed by the transaction number currently on the account, which can be found in the lower right corner of the sage screen.

Use the browse button under the location option to select your desired storage for the backup. If you are using an external storage device, then select this in the options.

Step 4

Finally sit back and wait while the backup is processed. Depending on the size of your file, this may take several minutes, but the time spent doing this is well worth the peace of mind you will receive from knowing that your information is now backed up.

Step 5

If at all possible take the backup home with you so it’s not on the premises. There’s not a lot of point doing a backup to see it go up in smoke with the data it was done to protect.