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DATABASE MAINTENANCE BACKUPS
Backup Utility
There is a backup database utility called BackupDB.exe that can be set up as an icon on your desktop. This utility will allow you to do a backup and compact and repair your Access database. BackupDB.exe may be downloaded from the GMS website.
To set up an icon for the Backup, do the following:
  • Right click on a blank spot on the desktop, select New and Shortcut.
  • “Type the location of the item”: If you left the file in the RLSSRevisions folder on your network, use the browse button or enter f:\RLSSRevisions\BackupDB.exe. (Change the network drive and folder name as appropriate). Click on Next.
  • “Type in the name for this shortcut”: Enter RLSS Backup. Click on Finish

Database Backup
If your database is on a network, there is most likely a backup function automatically performed on a regular basis. Please confirm the backup is performed regularly and is available should it be required. An additional backup to a folder on your workstation or a cd is also strongly recommended for extra safety and quick retrieval. This can be accomplished by following the steps below.
If your database is on a single workstation, you will want to backup the database on a regular basis. At the end of each week is a good schedule. This is done by using either the Backup Utility discussed above or by the following these instructions:
  1. Make sure everyone is out of the GMS-RLSS System.
  2. Right click on Start and select Explore.
  3. Using Windows Explore, locate and open the folder named c:\rlssdata.
  4. Within the rlssdata folder is a file named RLSS, or RLSS.MDB. It is identified by a red key Access icon.
  5. Put the cursor on this red icon, right click, and select Copy.
  6. Locate and open the folder named c:/rlssbackup. This folder should have been created when the program was installed. However, it can be created now if necessary.
  7. With the cursor on a blank area within the RLSSBACKUP folder, right click and select Paste. If a screen message appears stating the file already exists, this simply means a backup has been previously processed. Select Yes to overwrite.
  8. Close Windows Explore.
If your computer has the ability to write files to a CD, it is strongly advised you repeat whichever process above you were following, substituting the CD drive for the rlssbackup folder. We also advise you copy the database to a CD at the end of each month and store off-site.
Once this process becomes familiar, it can be accomplished very quickly. It may only take a minute or so and will ensure a valid backup should the need for one arise.
Database Maintenance
The “compact and repair” feature of Microsoft Access is the primary maintenance required to help ensure the integrity of your database. We recommend this be performed on a routine basis, becoming a part of the standard operating procedures in your office. With most databases, a weekly routine is recommended. Of course, if you only have a few loans (10 to 50), which require less activity be processed, a monthly schedule may be sufficient. Likewise, if you have many loans (500+) you may want to run the feature more than once a week.
To run the feature, make sure everyone is out of GMS RLSS. Next, you may either select the Backup Utility icon discussed above or take the following steps:
Steps to follow to run Compact and Repair in Microsoft Access 2000, 2002 or 2003:
  1. Click on Microsoft Access Icon
  2. RLSSData\rlss.mdb will appear in the Open a File window - double click on RLSSData\rlss.mdb. OR,
  3. If RLSSData\Rlss.mdb is not in the open a file window, click on File, Open, Look in the drive where the RLSSData folder is located. Double click on RLSSData. Double click on rlss.mdb.
  4. Enter the password
  5. Click on Tools
  6. Click on Database Utilities
  7. Click on Compact and Repair Database
  8. Exit out of Microsoft Access

Steps to follow to run Compact and Repair in Microsoft Access 2007.
  1. Click on Microsoft Access Icon
  2. On the right side of the screen below “Open Recent Database”, RlssData/rlss.mdb will appear. Double click on RLSSData/rlss.mdb. OR,
  3. If RLSSData/rlss.mdb does not appear, click on More. Click on Desktop. If your database is on a network, select Network, otherwise select Computer. Look in the drive where the RLSSData folder is located. Double click on RLSSData. Double click on rlss.mdb.
  4. Enter the password
  5. Click on the Office button in the top left corner. (Large round button with the colors red, blue, yellow and green. It is left of the Home tab.)
  6. Click on Manage.
  7. Click on Compact and Repair Database.
  8. You can also perform a backup from within Manage by selecting Back Up Database and then selecting where you wish to place the backup. (It will default to the \RLSSData folder.) The File name will automatically appear as rlss with the date, i.e., rlss_2009-04-10.
  9. Exit out of Microsoft Access.

​Once you are familiar with this process, it can be accomplished very quickly. It may only take a minute or so and will help ensure the integrity of the database.