Maintaining a current backup of your all configuration files is essential. This section describes recommended backup procedures.  CopiaFacts 'lives' in two principal places, the CopiaFacts Application Data area (normally \COPIA|FAXFACTS on your fileserver) and the \Program Files\Copia folder which contains the programs.

Configuration Files

You should make regular backups of the following files:

All files in the base FAXFACTS folder, in particular the FAXFACTS.CFG, USR files, and your CopiaFacts license files

USR files in a separate User Profiles folder, if you have too many to keep in the base FAXFACTS folder.

MBX files in your MAIL folder

All files below the USERJOBS folder for Job Administration users, with the exception of TEMP folders and folders containing client's dynamic files.

All UJP and INI files below the USERJOBS folder for users of FFCLIENT.

All IIF (infobox) files below the base FAXFACTS folder, together with any custom WAV and VOX files you have created for IVR applications.

Any log files (or processed FS files) that you require for accounting purposes.

Because these file may be in the same folders as large volumes of dynamic transaction files, we strongly recommend the use of a backup utility that includes the ability to specify in detail the folders and file extensions that are to be backed up. Some sample commands for ROBOCOPY appear below. Please contact Copia support if you require recommendations of products of this type.

Windows Registry Settings

Many CopiaFacts programs save personal settings in the system registry.  In case of emergency, we recommend that from time to time you make a backup of these settings.  This would assist Copia support staff if you need to call on them for assistance with recovery.  To make backups using the Registry Editor, highlight each of the following keys and then use File/Export to save them, preferably on another machine, but clearly identified with the name of the source machine.

HKEY_CURRENT_USER\SOFTWARE\Copia

HKEY_LOCAL_MACHINE\SOFTWARE\Copia

HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\Copia       (on 64-bit operating systems only)

Never attempt to import these registry settings onto a different machine already running CopiaFacts software.  You should only restore these settings if you are rebuilding the same CopiaFacts node on a new hardware or virtual hardware base, with exactly the same operating system, and if you are 100% comfortable dealing with the intricacies of the Windows registry.

The above registry keys do not include those for the CopiaFacts printer drivers.  The printer drivers cannot be moved by tinkering with registry entries, only by re-installing on the replacement hardware.

Transaction Files

It is difficult to recommend specific backup strategies for the files which are constantly being processed, such as FS files, files being faxed and e-mailed, incoming MCF and TIF files, and incoming e-mails though the CopiaFacts Gateway. So much will depend on your own application requirements and on the source of outgoing files and the destination of incoming files.

The most effective means of protecting these dynamic files is to configure your file servers with redundancy to minimize the chances of a loss of data occurring, rather than trying to copy data excessively in order to recover it when data loss does occur.

Program Files

It is very important to have a current backup of your current set of programs, from \Program Files\Copia on each of your machines that runs CopiaFacts applications (\Program Files (x86)\Copia on 64-bit operating systems).  In the event of a system crash, Copia cannot guarantee to be able to supply the exact same versions of software that you were using;  it will usually be possible to provide versions close to those you were using, but the last thing you need to do at the time of a system crash recovery is to have to perform QA testing on a new build for production use.

Preparation for Recovery

Backups are of limited use unless you know how to use them to recover your system when you need to.  Assuming your active system is \\SERVER\COPIA and your backup system is \\BACKUP\COPIA, there three principal operations you need to be aware of:

Regular Backups

Occasional File Restores

Move operations to Backup Server

Backup/Recovery XCOPY examples

At regular intervals, you need to make sure your backup is current.  Your backup should exclude transaction files such as .FS files, and Job Admin users may also wish to exclude job instance files.  You should first prepare a file EXCLUDE.TXT to contain:

     TOSEND

     ACTIVE

     PREPROC

     POSTPROC

This file will exclude currently active FS files, but include SENT and FAIL files.  Job Admin users can add (on separate lines) the strings JOB0 JOB1 JOB2 ... JOB9 to exclude JOB instance files but retain system, owner and jobtype properties in the backup.    Other file or directory exclusions could be added if you wish.

The XCOPY command would then be:

     XCOPY \\SERVER\COPIA\*.* \\BACKUP\COPIA /C /D /E /I /R /Y /exclude:C:\COPIA\FAXFACTS\EXCLUDE.TXT

To make repairs to your existing system for example to replace accidentally deleted files, you may need to selectively copy files from your backup medium.  You can use something like XCOPY to prompt and restore files from backup.  For example if you have lost some infobox files, you could selectively copy them back using:

     XCOPY \\BACKUP\COPIA\*.IIF \\SERVER\COPIA /S /C /P

If you wish to move your Copia Application Data area to your backup server, and use it there, you should first shut down all applications.  Then update your backup without excluding any active files:

     XCOPY \\SERVER\COPIA\*.* \\BACKUP\COPIA /C /D /E /I /R /Y

     ROBOCOPY \\SERVER\COPIA \\BACKUP\COPIA /E /XF JOB*.* /XD TOSEND* ACTIVE PREPROC POSTPROC

Make a note that the active files (pending FS files and active jobs) on the original server are no longer current.

Finally, switch all nodes to use the alternate Copia Application Data Area pn \\BACKUP using the steps described below.

We strongly recommend testing the suggested commands if you are not familiar with these utilities.  Microsoft documentation can be found in TechNet for XCOPY (or run with /? as the parameter).

Backup/Recovery ROBOCOPY Examples

At regular intervals, you need to make sure your backup is current.  Your backup should exclude transaction files such as .FS files, and Job Admin users may also wish to exclude job instance files.  Other file or directory exclusions could be added if you wish.

     ROBOCOPY \\SERVER\COPIA \\BACKUP\COPIA /E /XD TOSEND* ACTIVE PREPROC POSTPROC /XF JOB*.* 

To make repairs to your existing system for example to replace accidentally deleted files, you may need to selectively copy files from your backup medium.  This is most easily done with the XCOPY command above.

If you wish to move your Copia Application Data area to your backup server, and use it there, you should first copy the fixed files to the backup from the current server that are newer than your last backup:

     ROBOCOPY \\SERVER\COPIA \\BACKUP\COPIA /E /XF JOB*.* /XD TOSEND* ACTIVE PREPROC POSTPROC

You should then shut down all applications and move any active transaction files to the backup server:

     ROBOCOPY \\SERVER\COPIA \\BACKUP\COPIA /S /MOV *.FS JOB*.*

Finally, switch all nodes to use the alternate Copia Application Data Area pn \\BACKUP using the steps described below.

We strongly recommend testing the suggested commands if you are not familiar with these utilities.  Microsoft documentation can be found in TechNet for ROBOCOPY (or run with /? as the parameter).

Changing the Copia Application Data Area

To make current the Copia Application Data Area on the machine which will be your new server, you need to perform the following steps:

On the new server, run COPIAINSTALL and select and share the COPIA folder on this machine.  This establishes this machine as the location for the new Copia Application Data area.

On every other machine which is to run Copia software, visit the machine and use a run box to run the following command (for example, for a machine named SPARE):

     \\SPARE\COPIA\COPIACONNECT

This simple procedure will ensure that your other machines use the new Copia Application Data area.

If your system still uses a mapped drive letter such as Q:\FAXFACTS in some places for the Copia Application Data area, you should also change the drive mapping on each machine that uses it.

When the machine name has changed, you may find that some CopiaFacts command files such as USR and MBX files contain hard-coded paths to the old server.  For some years such files have been written (when updated by CopiaFacts programs) using path variables such as @FFBASE, but older files may still contain fixed paths or drive letters.  After changing to a different machine name, you can fix such paths using the FFSR utility, by adapting the examples.