You’ve collected valuable contacts and other data in Office Management, spent time customizing your report forms and documents. And you must preserve inspection reports for legal purposes until the statute of limitations runs out.
Backup! Backup! Backup! But how? How should backup CDs or DVDs be stored to maximize your chances that they will be useful later when needed? And how does one restore customized data into 3D if needed? It’s easier than you think.
Backup
Archive
Restore
Backing up your customized 3D data files couldn’t be easier!
On the 3D software home page in Office Management, click Backup. The date of your last backup made this way is also handily listed here. Backup creates a zip file containing all your custom data. It will usually be created in your Documents folder for easy retrieval, unless you choose a different destination. That’s all there is to the initial backing up step. But you are not done quite yet, as you need to archive the backup onto other media.
Alternatively one can also backup the entire 3D “data” folder manually by making a copy of it from Windows Explorer. Usually your customized files are stored in the 3D Inspection System 11 folder under your Documents folder, but you may verify the exact location using the Report Writer Preferences > Preferences, File Locations tab.
You may also make smaller backups of certain files or items you’ve spent time customizing that may be more important to you than other files. For instance, after making significant changes to your inspection forms, or perhaps creating a new form group for some purpose, you may wish to back up just those form changes, or transfer just those changes to another computer. One easy way to do so is by right-clicking the specific form group in Custom Form Studio and choosing Backup/Distribute. (note- to restore this type of backup later if needed, use the report writer or custom form studio File > Install a set of forms option to use the 3DF backup file to restore it)
If you use a universal system of backing up your entire computer system instead, make sure your 3D “data” folder is included in your regular backups. You may still find it convenient to periodically use the built-in backup and restore options to transfer files between computers or safeguard your customizations.
 Don’t forget to also back up or archive your original program installer download, in case you ever need to reinstall. Your data files cannot run without the program itself being installed. I suggest storing your program in the same place as your data backups.
Properly archiving your backup onto other media
You should always store important backups in a location other than your computer hard drive, in case it ever has a problem, or your computer is ever stolen or some other event befalls it. Be sure to archive the backup zip file you created by copying it from My Documents onto a CD or DVD for safe keeping. Use your Windows Explorer features along with your disc drive to do so. Or use disc-making software to burn a data disc containing your backup(s). See your program or Windows help for details. If you are “computer-challenged”, you might ask a friend (or youngster) help you the first time.
In a pinch (or for easy transfer to another computer) other removable media, such as a thumb-drive or memory card, could also be used. You may not want to rely on these items for long-term storage if they could be more prone to accidental loss or damage, particularly if you use them for other purposes or toss them around more casually. However, they may it easy to keep a duplicate backup with you at all times or when travelling.
As long as you have properly archived your backup, it will be available if you ever need to Restore data.
How often should I back up? The answer really comes down to another question- How much data can you afford to lose should a problem occur? If you’re comfortable with backing up only once a month or once a week, just consider that if a problem occurs, you could lose any data entered since your last backup. Some people back up every month, every week, or even every day, depending on their particular comfort level, so this is something you will have to decide. Others back up form or other customizations only after making significant changes.
 Should I store copies of my backup elsewhere? You might. After all, you never know when fire, flood, theft, or another disaster could compromise your main backups. If you have a separate office, you might store an additional copy in your house. Or perhaps in your vehicle, at a relative’s, in safe deposit box, or using an online backup service.
How can I test a backup? A quick way to make sure the data archived properly after burning your CD/DVD, might be to simply open the backup .zip file directly on the CD/DVD to verify that it opens and to view the files included in it. Opening the disc on another computer/drive on occasion is also a good idea, to make sure your drive laser calibration is within typical parameters. Most importantly, make new backups on a regular basis. That way if one backup fails for some reason, you’ll have others to rely on. However you can minimize potential problems by properly storing your discs and using reputable media. Read on.
Does it matter how I label my CDs or store them? Absolutely! This is the one of most important factors in preserving your data. Beware of using permanent markers or adhesive labels on your CDs (label glue can etch into the data layer over time or an uneven label could cause balance issues when spinning). Keep all media out of direct sunlight and in a nice cool dry dark place to avoid warping or heat damage. Acid-free plastic storage containers would also be recommended. For other basic guidelines to properly store and label discs, please see this one-page “Quick Reference Guide for Care and Handling CD” produced by the National Institute of Standards and Technology.
Does it matter what brand or type of CD or DVD I use? It may. Obviously you must use media compatible with your disc drive, so check the recommended specs. Various designations will refer to recordability, rewritability, and accessibility properties. CD-R, DVD-R, and DVD+R are dye-based record¬able write-once discs, whereas CD-RW, DVD-RW, and DVD+RW are phase-change based, recordable and rewritable. DVD-RAM discs are phase-change based, rewrit¬able discs formatted for random access similar to a computer hard drive. Newer formats also include dual-layer, Blu-ray and other generally more expensive variations. CD-RW, DVD-RW, or DVD+RW media may not be suitable for permanent storage since those types of discs were meant to be able to be changed after burning, and not generally for long-term archival storage. Dual-layer media is usually very expensive, so you may as well just use single layer unless you really, really need a single disc.
 It’s important to note that CDs are more easily subject to casual damage than DVDs simply due to how they are made. Although layers vary for disc type, the layer that contains the data is always very close to the top of a CD disc (label side), whereas in DVDs the data later is in the middle of the disc with polycarbonate on both sides. That means CDs are especially vulnerable to any scratches or damage on their label side from adhesive labels, marker solvents, or even fingerprints. Avoid writing on or scratching in these areas. The only disc surface area that is completely safe from writing or scratching is the clear inner hub or the "mirror band," since no data are recorded in these areas. Among DVD formats, it’s noteworthy that the DVD+Rs have superior error correction than DVD-Rs, but you may find that DVD-Rs compatible with drives is greater.
Unlike pressed discs, burned CDs/DVDs can eventually ‘fade’ or ‘fail’ depending on the quality of the sealing method, reflective layer, organic dye makeup, where it was manufactured, and your storage practices (probably most important).
The silver and aluminum alloys used in some discs oxidize when exposed to air, so manufacturers lacquer a protective seal over the entire disc. The seal around the edge of the disc is just as important as the seal on the top of CDs to protect the metal layer. Gold based discs are more expensive, but don’t oxidize. In a humid environment though, various molds have also been known to eat away at the organic dyes used in some CDs. The good news is that today, only the cheapest of the cheap media usually has severe issues with sealing practices (experts recommend avoiding any media made outside of Japan and Taiwan; especially avoid media made in India).
The earliest organic dyes used in CDs had a shelf life of up to ten years, but further advances have now led to shelf-life claims of 70-100 years for various dyes used in CDs and DVDs. Note that you can’t always tell what dyes are used simply by looking at the color of the disc, as different alloy, dye, and additive combinations produce different colors. Get “archival” quality media for your most important backups or those you plan to keep for a long time. For long-term storage, most experts recommend Taiyo Yuden media as the best quality discs, often carried by popular brands such as TDK and Verbatim. Buy from reputable sources and beware of fake or counterfeit Taiyo Yuden discs that are around as well- (see the CD Freaks Forum Taiyo Yuden FAQ ). Of course, these are also the most expensive, so less expensive media could certainly be used for periodic backups that you may not need to keep as long.
If you are interested in further technical details about the differences in construction, formats, and recommend care of CDs and DVDs for archival, see the complete NISC Special Publication 500-252.
Restoring files from backup if needed
If you do experience a problem, don’t panic. Locate your last data backup and archived program installer if it is also needed. These two items can even be used to set up the 3D software on an alternate computer if necessary. If the 3D software itself has been damaged on a computer, use the Windows Control Panel to uninstall the 3D Inspection System software and then simply use your archived installer file to reinstall again. Or install fresh on another computer.
Once the software is installed and working properly, if you need to restore customized data files back into the program, use the Office Management File > Restore from backup option. Navigate to your backup files (whether stored on CD or elsewhere). Choose the desired types of files you wish to restore and click Restore. That’s it. The program will prompt you whether to overwrite any filenames already present and automatically restores the files to the proper folder used by the current installation.
You may also manually restore files from the backup .zip (or another backup made using another method) if needed, or if you wish to restore a single file or report for example. Just open the .zip or other backup and extract or copy the desired files into your 3D "Data" folder location (use the Report Writer Preferences > Preferences, File Locations tab to learn your current program’s data location). If restoring files manually, make sure the 3D software is closed when transferring the files. You may find it handy to print out the chart in the report writer help topic “Files Used by the Program” for a listing of various data file types and names.
Conclusion
So, no excuses. If you don't have a recent backup, definitely make one now, as you never know when you could have an unexpected computer problem in the future. It’s certainly well worth the few minutes spent for the peace of mind it can bring, knowing that you have taken steps to protect yourself.
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