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Preparation: Backup - Step 1
We strongly
suggest an alternative method of backing up your Power Broker data other than your regular tape/CD/DVD
or whatever you use before you run the archive procedure. You do NOT want
to solely rely on one form of backup. Please visit our backup document located here:
www.power-broker.com/winrarbackup.htm
Preparation: Server Shut Down - PowerTools - Step 2
You would begin
by shutting
down your server and leaving it off for 10 seconds with 'no' electricity. This will unlock any files that were left open. Your local
technicians opinion will differ and potentially NOT shut down for ten seconds
which could create problems with locked files. The local tech will say
that they can unlock the files without shutting down, but from years of
experience, it's just better to simply shut down and turn your server off for
the 10 seconds. Once the server has been restarted, reboot
the workstation that you will be working on and then run the PowerTools utility
( In PowerTools, choose Select ALL, and then Run Selected Items).
www.power-broker.com/pb4powertools.htm
Archive or Retrieve Notes/Memos - Utilities Menu - Step 3
Go to Utilities, Archive
or Retrieve Notes/Memos and use two years as the preferred date and click on
'Archive'.
Archive Customer and Policies - Customer Menu - Step 4
Go to Customers, Archive Customers and Policies, and use two years as the preferred
date
Extra Archiving Options - Step 5
Go to Utilities, Archive Claims older than 5 to 7 years depending on preference
Purge Procedure - Step 6 - Optional - Ensure you have a backup!
Go to
Utilities, Purge Archived Policies:
Ensure that you have a few copies of
the \bro directory in a few different locations. A local backup, and
an off-site backup would be a wise idea should you ever need to gain access to this historical data, you have a few
options to get at the data.
You would choose Base Purge on 2) Expiry Policy Date and either use the default
date of 3 years ago, or change the expiry date to whatever you want.
It WILL purge archived policies of active OR in-active customers.
Run Powertools once again or run your Fix Corrupted Database, and your two
Pack and Re-Indexes found in the Utilities Menu.
If you have any questions, please contact our office...
www.power-broker.com/onlinedirectory.htm
| NOTE for
LARGER Offices: The Power
Broker Archive Procedure generally takes your older data
from an active database, and appends it to an archived
database. Should however you were to archive year
after year, your archive database files would fill up and
slow down all levels of performance. Larger offices should
review these next few steps... |
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Here is a simple method of establishing if you
need to change the order in which you archive:
1) Ensure that everyone has exit Power Broker
2) Opens Windows Explorer (Right click on Start, Left click on
Explore)
3) Right click over the \BRO folder on your server
4) Choose 'Search'
5) Type in the name of the which in this case it's *.*
6) Click Search
7) At the top of the screen, click on View, and change it to Details
Once the search is complete, you should see a row at the top right called
'Size'. Click on Size two times to place the larger files at the top of
the list. ( You may even want to take a 'before' screen capture to compare
to an 'after' screen capture to see what difference in file size everything has
changed too ).
Should you find any files larger than 1 Gig, you may want to first do STEP 6
which is the Purge procedure, and then the Archive procedure second, and then
repeat the Purge procedure a second time.
In most offices, Power Broker is setup to Archive on Download. These files
have a tendency to build rather large. It would be in your best interest
to PURGE first, ensuring that you have the most amount of space available to
trap your archived data, and then once you archive, you would purge a second
time, reducing the amount of data you have to backup, as well as sift though
when you summon an archived file for review.
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Archiving/Purging Data - PB4
