Data backup schedule and data retention policies
Virtual Office CS and Software as a Service (SaaS) observe a nightly maintenance schedule to complete system updates and perform a daily backup. It begins around 2:30 a.m. ET and ends around 4 a.m. ET. Before maintenance begins, a warning will display informing connected users to save data and close open applications. When the scheduled maintenance begins, any remaining users will be forced out of the system.
We back up data in the Virtual Office CS and SaaS environments using the following data retention schedule:
CS Professional Suite (excluding Practice CS and Accounting CS) and Microsoft Office data
Backups available include:
- Nightly backups for 14 days.
- End-of-month backups for 4 months.
- 1 end-of-year backup (kept until the next end-of-year backup is created).
Practice CS and Accounting CS Microsoft SQL databases
Backups available include:
- Nightly backups for 14 days.
- End-of-month backups for 4 months.
- End-of-year backup for 1 year.
important
Backups are created for the full SQL database.
For full SQL database restores, contact Support for help.
Microsoft Exchange mailbox data
- Permanently deleted items are kept 1 year from the date of permanent deletion. This includes email, appointments, contacts, and tasks.
- Items in the Deleted Items folder older than 120 days are permanently deleted automatically and then kept for 1 year from the date of permanent deletion.noteThis applies to the Deleted Items folder only. All other mail items, including contact and calendar data, doesn't auto-expire.
- If you turn off the Microsoft Exchange permissions for a NetStaff CS user, the mailbox is kept for 1 year from the turn off date, even if the account was deleted after Microsoft Exchange was turned off.
- If a NetStaff CS user was deleted while Exchange was enabled, we don't have the ability to recover the mailbox.important
- Before deleting or turning off Microsoft Exchange, export the contents of the user’s Mailbox to a PST file to have immediate access to the user’s data.
- Follow these steps to import the PST file into another user's Outlook.
- If you didn't export the contents of the deleted or turned off mailbox to a PST file, contact Support to discuss options to retrieve the mailbox data.
Archive drive backups (W:Drive)
Due to the static nature of archive data, the archive drive is backed up on the following schedule. Contact CS Support to restore Archive drive data.
- Nightly backups for 1 day.
- End-of-month backups for 1 month.
- 1 end-o1 end-of-year backup (kept until the next end-of-year backup is created).
File Exchange or Document Presentation data
File Exchange or Document Presentation data can't be restored from backups.
- Once a File Exchange is turned off, all data within the File Exchange is terminated.
- Once a folder is deleted within a File Exchange, all data within the folder is deleted.
