MYOB Exo and Data Security

Now more than ever, we encounter clients who lose their data having been affected by disk failures or viruses. Data security in MYOB Exo should be a top priority. Unfortunately, it is easy to overlook data recovery plans until the disaster has already happened. You should consider the dangers before disaster strikes, plan accordingly, and avoid the cost of lengthy data recovery processes. As always, your IT department or provider can assist you further. It would be best if you liaised with them to put the proper steps in place.

Grandfather-father-son

Grandfather-father-son backup is the recommended rotation scheme for financial information. There are three backup cycles: daily, weekly, and monthly.

You should rotate the daily backups (7) using a First in, First Out (FIFO) system. Replacing the oldest data set removes the burden on your backup storage system. Similarly, rotate the weekly backups (5) every week and the monthly backups (12) every month. In addition, you should retain quarterly, half-yearly, and annual backups. In high-volume environments, hourly backups might also be appropriate.

Storage

The most common mistake with backing up storage is to store the backup on your primary server. This becomes a significant problem if there is a catastrophic server failure, such as a hard drive corruption. In this case, you would lose access to your live data and backup. The best practice is to have offsite backups and onsite backups. Onsite backups could be on a separate physical device like an external hard drive. Store offsite backups on a File Transfer Protocol (FTP) site like Dropbox.

Your IT department or provider should already be performing both backups; check in with them to make sure your data is stored correctly.

Recovery Plans

Data backup is not the same as data recovery. The process to sufficiently restore your backup can be long and painful, even if you have an easily accessible copy. We recommend working with your IT department/provider to streamline your backup and restoration process. You should factor in both onsite and offsite backups in this process.

Viruses

Viruses and hacks are a well-documented threat to the security of your data. Malicious emails requesting users to click through to an external website or to download an attachment may seem genuine. However, they can harbour malicious malware designed to infect your system and search for files to encrypt and lock your access. These viruses can also encrypt your backup data if the backup device is connected to your network, making the requirement for offsite backups even more critical. Remain vigilant, resist clicking on links, and review emails carefully before opening attachments.

Devices

Consider that your mobile devices, company tablets, and laptops could also contain sensitive company data. These devices regularly leave the security of your office. Encrypt all data to prevent potentially embarrassing or legislatively liable breaches.

Testing

After you have a reliable backup system, test it regularly. Aim to verify that it works properly and that you can adequately restore your data. Ask your IT staff/provider to restore your last backup into a different environment. Give access to key staff to test that everything is working correctly. Regularly test your backups to ensure your process is robust and reliable.

What do I backup in MYOB Exo, and how often should I make backups?

There are several parts to back up MYOB Exo Business:

The database (best practice is to create an SQL Backup [.bak file])

Base your backup schedule on how far back you would be comfortable re-entering lost information. If you cannot spend the time re-entering the past week’s data, consider backing up your database more regularly.

The Custom Elements (any forms, reports, templates etc.)

Ideally, you should back up custom files whenever you alter a custom element. Your Clarity folder is an essential item to back up.

Program Files

Your MYOB Exo Business Partner typically provides Program Files; however, you should back up your copies every time you upgrade the software. You will also need to know the storage location of your software’s licence keys or registration codes.

Exchange Server (or similar)

The Exchange Server manages your Microsoft Outlook. It is essential to have this backed up daily. Ensure that your Network Administrator has configured your email so that in the event your server is offline, your emails get stored at your ISP and then cascade down once the server is restored.

These are a few simple considerations for your company to maintain data security and implement recovery plans that can make a lasting impact. Work with your IT department/provider to move towards the best options for your company and clients.

For advice specific to MYOB Exo, please call us on 1300 857 464 (AU) or 0800 436 774 (NZ) or email samacs@kilimanjaro-consulting.com.