Protecting your POS Data: Creating a Backup Strategy

By Tricia Hoy

Have you ever stopped to think about all the information that is stored on your POS system? Customer records, tickets, employee information—how much would your business be affected if it all disappeared?

Backing up your restaurant POS data is an important part of your regular system maintenance. Not backing up your data regularly can be costly to your business.

Speedy-Tip-car  Speedy Tip: SpeedLine includes a tool called Hot Backup. Working behind the scenes, Hot Backup protects against hardware failure and human error by automatically backing up your data from one station to another.

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 for the restaurant operator:


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’re doing automatic online backups, this person should check regularly to make sure the correct files are indeed being backed up.


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


The best time to copy the SpeedLine data files for example, is in the morning before your store opens. This will ensure all files from the previous day’s business are on the secondary server and available for 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 at home, plus monthly backups stored in a safety deposit box.

How Often?

How often should you 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 that the strategy you decide on is one that can be maintained long-term by you or your staff.


Posted on Tue, Jan 27, 2015 @ 14:01 PM.
Updated on May 8, 2020 @ 4:04 PM PST.

Posted by Tricia Hoy

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Tags: point of sale, Point of Sale Maintenance

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