Q: My QuickBooks backup requires lots of floppy disks to complete. What can I do?
A: There are a couple of options available to you to help with this problem:
1) Instead of backing up to many floppy disks, consider backing up to a Zip disk, CD or other backup storage system. Floppy disks can be very prone to errors, and if an error is encountered, your entire QuickBooks backup may be no good. In addition, Zip drives and CD burners are relatively inexpensive right now. You can pack a lot more data onto these than you can on a floppy disk. Your local computer store is a good resource for Zip drives and CD burners.
2) Consider the option of condensing the data within your company file. The process of condensing data converts detailed information that takes up a lot of storage into summary information that takes up less storage space. You can access this feature by clicking on File, then Archive/Condense data. For example, you can tell QuickBooks to condense all of your data prior to 1/1/02, and it will get to work. Once its’ done, all information prior to that date will be retained in QuickBooks in summary format only.
It is CRITICAL that you read the QuickBooks help relating to this feature AND have a reliable backup copy of your QuickBooks file before doing any work with the condense feature. In many cases, after the condense feature is run, the QuickBooks file size has been reduced 30%-40% or more.
Scott Gregory, CPA, QuickBooks ProAdvisor, Microsoft Certified Professional is the president of Bond Technology. Bond Tech provides a full suite of QuickBooks and technology consulting services to small businesses. Services range from helping clients save money on their initial or upgrade purchases of QuickBooks to installation and training, as well as computer installation and networking. Contact Scott at SGregory@BondTechLtd.com, or by visiting their web site at http://www.bondtechltd.com/.
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