When you select the Backup/Restore à Backup Frequency and Options menu option, the following window appears:
By default, the program reminds you weekly to backup your database, as you are exiting the program. If you wish to be reminded with a different frequency, you can use the radio buttons in the top section of this window. They give you the option of Never, Daily, Weekly, or Monthly. If you don't set it, it defaults to Weekly.
If you have not done a backup within the configured period of time (with either Backup/Restore à Backup Database or the Backup/Restore à Email Backup option), you will be prompted to do a backup the next time you exit the program.
The bottom section governs how many sequential backups are stored in any one backup destination, such as a folder on your hard drive, or a USB memory key. Starting in version 3.40 of DONATION, backup files include the date in their filename, for instance DONATION-2011-12-31.DB.GBK for a backup made on December 31, 2011. So normally, backups done on different days have different filenames, and they will accumulate in whichever folder or drive you are saving them in.
To let those backups accumulate indefinitely, select the "Retain all backups (never delete)" radio button. To only keep a certain number of the latest backups you have made, use the "Retain only the latest" radio button, and set a number in the field following that. (You can only change that number after you have selected "Retain only the latest".) Allowable values in that field for the number of backups to retain range from 3 (fewer would be unsafe!) to 20. If you think you want more than 20 backups to be retained, just use the "Retain all backups" option instead!
Trick: If you are making a backup and don't want it to be deleted by the "Retain only the latest" option, perhaps a year-end backup, change the backup filename as you are making the backup to not start with "DONATION". For instance, you might call it "2011YearEndDONATION-2011-12-31.DB.GBK (or whatever the actual date is on which you are making the backup). When the "Retain only the latest" option is turned on, only old backups whose name starts with "DONATION" will be deleted.
N.B. The setting to retain only the latest "N" backups does not apply (and thus cannot be set!) for the Network Client version of DONATION, because it cannot "see" the other backups on the Network Server version's computer, in order to decide which to delete. (And it couldn't delete them either.)
Configuring Internet Backups
The controls at the bottom of the window determine whether or not a backup to a secure Internet location is made after every regular backup. The "Do an Internet backup after each regular backup" checkbox starts out unchecked, in which case none of the buttons below it can be used. If you do wish to do Internet Backups, check that checkbox.
N.B. Internet Backups are not available with the free Lite version of DONATION. Also users of the Network Client version of DONATION cannot do Internet backups or restore Internet backups - that must be done from the Network Server version. (They can configure the Internet backup setup in this window, though.)
After checking the "Do an Internet backup after each regular backup" checkbox, you need to obtain or paste in an existing Unique ID for Internet Backups. To ensure that they are unique, so that your backups don't get mixed up with any other organization's backups, you cannot simply type it into that field yourself. Instead, if this is the first time you or your organization have made Internet backups for this database, use the Create New ID button to create the ID.
If you are moving DONATION to a new computer, and don't have a local backup but rather want to restore your latest Internet backup in order to get a copy of the database, you may have been sent the Unique ID in an email. In that case, copy it to the Windows clipboard (by highlighting it in that email with your mouse and pressing Ctrl-C), then click the Paste ID from Clipboard button in this window to paste it into the field.
If you have multiple databases on the same computer, and switch between them, it is best if you use a different Unique ID for each database, created (the first time you need to configure each database) with the Create New ID button.
Finally, once you have your Unique ID you need to click the Setup Storage button to set up a secure storage area in the Internet storage for backups, associated with your Unique ID, and a with a password that you will be prompted for. For greater security, the password you enter must be a strong password.
N.B. There is no way to recover your Internet backup password if you forget it, so please be sure that multiple people in your organization know what it is.
To help ensure that you cannot lose your Unique ID, two additional steps are taken by the Setup Storage button, after the basic setup has been completed. First, you are prompted with an option to email your Unique ID (but not your password!) to Cooperstock Software, for safe storage. That way if you lose everything else (but at least know your Internet backup password), we can supply the Unique ID back to you, and you can recover your latest Internet backup. A copy of that email will also be sent back to you, so you can forward it to others in your organization, for safe-keeping.
After that email is (optionally) sent, a report is displayed listing your Unique ID, and with a place on which you can write in your password, if you feel secure about doing so. Please Print that report, and keep copies of it in a safe place.
Please note that Cooperstock Software will not store your Internet backup password for you. If we did, our computers would become a potential place of attack for hackers trying to access all DONATION program users' databases, and that is not desirable!
Internet Backups when you have Multiple Databases
If you have multiple databases for multiple organizations, using the Database à Switch Databases menu option, each one needs its own configuration for Online Backups, and will have its own Unique ID and associated secure storage area. Do not copy and paste in the same Unique ID for all of them, or your backups will get mixed up!
Internet Backups when you have DONATION on Multiple Computers
Many users keep copies of DONATION on multiple computers, and transfer their database between those computers. (When you do this, you must be sure to keep track of who has the up-to-date copy, on which changes can be made, because changes made in two copies of your database cannot be merged!)
When you do have copies of the same DONATION database on multiple computers, you must be sure to use the same Unique ID for Internet backups and Internet backup encryption password in both databases. The Unique ID is stored in the database, so any method of transferring the database (other than restoring an Internet backup, prior to the configuration of the second computer!) after you complete your Internet backup setup will get the same Unique ID onto the other computer. That includes transferring regular backups on a USB memory key, or use Email Backups.
Alternatively, you can forward the email with your Unique ID to the user on other computer, and have them copy it out of the email, and paste it in to this window with the Paste ID from Clipboard button. You also must inform them of the Internet backup encryption password you are using (but not in the same email - that's not very secure, to have both pieces of information in the same email!). They can then re-do the Setup Storage (which doesn't change anything, as long as it is done with the same password), and then they can restore your Internet backup.
See Also: Making Internet Backups, Restoring Internet Backups, Internet Backup Security