Disaster Recovery Files
Disaster Recovery Files are automatic, encrypted backups of your data. You can download them to keep a copy of your records off the platform for business continuity.
Each file is a password-protected archive. The platform creates them for you on a schedule, so there is nothing to set up. They are also where invoice copies are kept now that archive bundles are deprecated.
Looking for all your bills in one download? The invoice bundles described below are the way to get them. The platform packages every bill it produces into daily, weekly and monthly bundles, so you do not need to download invoices one at a time.
Looking for one bill as it stood before an invoice was recreated? Check the Invoice Files subtab on the invoice’s History tab first, which holds the earlier versions without needing an archive.
What’s in Each File
Section titled “What’s in Each File”The platform produces a few kinds of file:
- Database backup: a full export of your data as CSV files, covering customers, invoices, calls, transactions, notes, tickets, emails, and users.
- Invoice bundles: PDF copies of your invoices, together with the matching call-detail CSVs. These come in daily, weekly, and monthly versions, both plain and with your letterhead.
- Deleted-call archives: a copy of older call records, saved before they are removed from the live system.
Together these let you keep a complete record of your billing, or take your data with you if you ever need to.
How Often They Are Made
Section titled “How Often They Are Made”The platform creates these files automatically in the background. You do not generate, edit, or delete them yourself.
Each file is kept for a set time, then removed:
- Database backups are kept for about a week.
- Invoice bundles are kept for around 45 days (daily and weekly) or up to 180 days (monthly).
- Deleted-call archives are kept for around 180 days.
Once a file passes its expiry date, it drops off the list. Download the ones you want to keep before they expire.
Finding Your Files
Section titled “Finding Your Files”Go to the main menu, open the Advanced tab, and find the Disaster Recovery Files group. Click View / Edit Disaster Recovery Files.
You need elevated access and data-protection access to see this option. If the Advanced tab is not there, or the group is missing from it, ask your platform administrator to check your permissions.
The list shows each available file with its Filename and a Download link. The link is colour-coded so you can see at a glance what still needs your attention:
- Green: you have already downloaded this file.
- Blue: the file has been saved to backup storage but you have not downloaded it yet.
Disaster Recovery File Details
Section titled “Disaster Recovery File Details”Information about disaster recovery backup files including type, associated stored file, generation and expiry dates, and current status.
| Field | Description |
|---|---|
| Generated Date | The date when this disaster recovery file was generated |
| Expires Date | The date when this disaster recovery file expires and will no longer be available |
System Information
Section titled “System Information”System-generated information about when this disaster recovery file was created and last modified.
| Field | Description |
|---|---|
| Last Modified | Timestamp of the most recent modification to this disaster recovery file |
| Created | Timestamp when this disaster recovery file was created |
Downloading a File
Section titled “Downloading a File”Click Download next to the file you want. The platform sends you the encrypted archive, and marks the file as downloaded so you can track what you have collected.
The archive is a 7z file. You will need the archive password to open it (see below).
Getting the Archive Password
Section titled “Getting the Archive Password”All archives share a single password. To get it, go to the Actions menu > Request Archive Password. You enter your current two-factor code in the Current 2FA Code field to confirm it is you. The platform then shows you the password.
Use this password to open any Disaster Recovery File you download.
Keep a Copy Off the Platform
Section titled “Keep a Copy Off the Platform”The point of these files is to hold a copy of your data somewhere safe and separate from the platform. There are two ways to do it.
Download Them Yourself
Section titled “Download Them Yourself”Make a habit of downloading the files regularly and storing them securely. To help with this, the home page shows a reminder if no Disaster Recovery File has been downloaded or saved to backup in the last week. The reminder appears for users with download access. When you see it, download the latest files to bring your off-platform copy up to date.
Send Them to Your Own Storage
Section titled “Send Them to Your Own Storage”The platform can copy the files to cloud storage you control, so nobody has to remember to download them. Amazon S3, Google Cloud Storage and Google Drive are all supported.
Stored file providers also cover local disk, but that keeps the copy on the platform. It does you no good if the platform itself is unavailable, which is the situation these files exist for. Choose storage you can reach independently.
You set this up as a stored file provider, at the main menu > Advanced tab > Stored File Providers. Each provider holds its own connection and login settings. These are advanced settings and are usually configured with support, so talk to us before you start. See Platform Parameters and File Storage.
Once a provider is in place, files saved to it show a blue Download link in the list, so you can still see which ones you have not collected yourself.
See Also
Section titled “See Also”- Platform Parameters and File Storage: setting up stored file providers for automatic off-site copies
- Disaster Recovery Files API: list and download files programmatically
- Email Bills: print bundles, which are a different thing from the invoice bundles here
- Recommended Software: tools for opening 7z archives
- Correspondence: letters and documents sent to customers