Recommended Backup Copy and Retention Schedule

With the backup database function in the School Accounting System, the backup file is created in the backup folder in the SQL Server instance and can be copied to a different location, such as to a jump drive, CD, or a location on the user's local hard drive, if desired.  Below is a list of times when an external backup copy should be created within Accounts Payable, Payroll, and General Ledger, and how long the backup copy should be retained.  If any additional backup copies are created, retain the miscellaneous backup copies for 2 months.

Accounts Payable

Backup:

Retain:

Check Cycle

2 months

End of Month

1 year

End of Calendar Year

5 years

 

Payroll

Backup:

Retain:

Check Cycle

2 months

End of Month

1 year

End of Quarter

1 year

End of Calendar Year

5 years

 

General Ledger

Backup:

Retain:

End of Month

1 year

End of Fiscal Year

5 years

Crosswalk or Change Account Structure

1 year

Steps to Backup