How to Perform Paperwise Backups
Backups are important for multiple reasons including natural disaster, hardware failure, viruses, file corruption and unwanted deletions. While appropriate, precautions such as proper access restriction, firewalls and an up-to-date antivirus can help prevent some of the problems that cannot be prevented in a natural disaster.
Especially in times of crisis, make sure to back up at least these Paperwise components.
What to Backup?
The database saves the index information for all documents stored in Paperwise. It also controls security and manages workflows in the Paperwise system. See the SQL Maintenance white paper - available by calling Paperwise Support - for information on how to backup the Paperwise Database.
Volumes are the physical locations of the documents entered into Paperwise. The documents are stored in a compressed, encrypted format. Like the database, you do no need to backup all volumes everyday. TCK files will be created in each volume folder. Once they reach around 25 MB, a new one is created. That means that you can do incremental backups between full backups. Most backup utilities have options for full, differential and incremental backups.
You can find the location of your Paperwise volumes by looking at each volume's properties in the Paperwise Management Console.
If you use the Full-Text feature in Paperwise, then you will have a full-text index stored on disk. Backing up the index files is important, so that you do not have to re-process all of the documents to rebuild the index file. The location of the full-text index files is normally on your Paperwise server under:
...\Program Files\PaperWise Suite v6\Full Text Search\Index Data
In times of hardware loss or failure, recovering your Paperwise system will require more than just restoring the database and volumes. The install files, customizations, scheduled tasks and configuration files will all be needed to get both the server(s) and client machines back to full functionality.
Along with the install executable or .msi you use for installing Paperwise, you should also back up any batch files and any additional files the batch files are copying or executing. If you're unsure of the purpose of a file in the install location, include it in your backup solution. It is always best to play it safe when it comes to choosing what to back up.
Your installation and deployment files can typically be found on your Paperwise server in a set of folders underneath a root folder named PWData.
Any customizations used by any of the Paperwise applications should be backed up. These include:
- Registry files which may contain default settings or other configuration
- Plug-ins for Query, Send To and ImageWise
- Startup scripts placed in the Paperwise directory
- Any scripts run from the local client or server
- Any Hotfixes including any batch files that may have been created to apply them
Some customizations or other Paperwise applications, usually on the Paperwise server, are automated to run at specific times from a scheduled task in Windows. Either export the scheduled tasks or copy the settings for the tasks including the action taken, the schedule and the credentials of the user account under which the task runs to a document included in your backup.
Configuration files for specialized applications also need to be saved and backed up for easier recovery in case of disaster. The following configuration files should be saved if the application is currently used or could be used in the future:
- Perl scripts used for DataWise
- XML files for DBWise
- XML files for Info Printer
- XML or Perl scripts used for InfoWise
- XML files for Dashboard
- .Pwtlb files for Workflow Toolbar
- Configuration for SyncWise and SyncWise Server
- The Hotkeys directory for DisplayWise or TAM Manager
- XML files for MFPWise
- Document Overlay Settings
How to Backup
Your backup method is an organizational decision, so any single recommendation wouldn't be valid for all companies. Backing up all the Paperwise files and data mentioned here daily would be costly and time consuming. A backup plan that utilizes different backup types will save time and conserve system resources. Another safeguard is to add an off-site backup location to protect your data from local disaster.
As always, if you have questions about how to backup your Paperwise system, or need more information, please reach out to Paperwise Support.
Use this checklist as a starting point for creating a complete backup of your Paperwise system.
- Full-Text Index
- Install Files
- Settings for Scheduled Tasks
- Configuration Files