Protecting Your POS Data—Creating a Backup Strategy

Posted by Elizabeth Kelly

Elizabeth was the Marketing Specialist for SpeedLine Solutions from 2017 to 2021. As the previous Managing Editor for the On Point Blog, she ensured our audiences got the restaurant and delivery technology information and news that we're known for.

linkedin | Website

Backing up the data in your restaurant POS is a critical part of regular system maintenance. Not backing up your data regularly can be costly to your business.

For SpeedLine POS users, the first step is a tool called Hot Backup. Working behind the scenes, Hot Backup protects against hardware failure and human error by backing up your data from one station to another automatically all day long.

But to make sure that your data is safe from disasters like fire, flood, or theft, you’ll also need an off-site backup. A good backup strategy will answer these questions:


Who Should be Responsible for Backing Up POS Files?

Decide who will be responsible for creating the off-site backup, and assign an alternate to complete the backup if the primary person is away. If you have set up automatic backups online, assign someone to check regularly to make sure the correct files are indeed being backed up.


What Needs to be Backed Up?

Which files do you need to back up? Be sure you know your system files and are backing up all the data you may need. If you don’t know what files are important, ask. Your POS vendor should have a support team for questions like this.


When Should I Schedule Backups?

An ongoing backup solution like HotBackup helps protect you in the case of a hardware failure during a shift. The best time to copy your POS data files for an off-site backup is likely in the morning before your store opens. This will ensure all files from the previous day’s business are preserved.


Where Should I Store My Backup?

If you’re not backing up online, decide where the off-site backup will be stored. For example, your strategy could involve a combination of daily or weekly backups stored in your home, plus monthly backups stored in a safety deposit box. The backup should be kept in a dry place, that you can access easily in the event of an emergency


How Often Should I Create an Off-site Backup?

The best answer would be “every day,” but this might not be realistic for your operation. What feels comfortable to you will depend on your risk tolerance.

Remember that data loss can affect not only your ability to serve customers, but your ability to pay staff and report taxes. The question to ask yourself is, “How much data can I afford to lose?”

A good backup strategy is effective only if it is performed regularly. So make sure your backup strategy is practical and maintainable. And as with all your systems, schedule a regular review of your backup strategy to make adjustments as needed.


Posted on Thu, May 05, 2016 @ 08:05 AM.
Updated on April 18, 2023 @ 8:11 PM PST.

Tags: Pizza POS, POS, Point of Sale Maintenance

New call-to-action