botserver/templates/backup.gbai/backup.gbkb/backup-guide.md

# Backup Management Guide

## Overview

The Backup Manager helps you protect your important files by archiving them to secure server storage. Regular backups ensure business continuity and data protection.

## Features

### Automated Backups
- Schedule automatic backups at regular intervals
- Archive files based on age criteria
- Maintain backup rotation policies

### Manual Backups
- On-demand backup of specific files or folders
- Selective backup based on file types
- Priority backup for critical data

### Restore Operations
- Browse archived files by date
- Restore individual files or entire folders
- Preview files before restoration

## How to Use

### Running a Backup

To start a backup, you can:
1. Say "Run backup now" or select the backup option
2. Specify which files or folders to back up
3. Confirm the backup operation

### Viewing Archived Files

To see your backup history:
1. Say "View archived files" or "List backups"
2. Browse by date or file name
3. Select files to view details or restore

### Restoring Files

To restore from backup:
1. Say "Restore a file" or select restore option
2. Search for the file by name or date
3. Confirm the restoration location

## Backup Best Practices

### Frequency Recommendations

| Data Type | Recommended Frequency |
|-----------|----------------------|
| Critical business data | Daily |
| Documents and files | Weekly |
| System configurations | Before changes |
| Archives and logs | Monthly |

### What to Back Up

**Always include:**
- Business documents
- Customer data
- Financial records
- Configuration files
- Email archives

**Consider excluding:**
- Temporary files
- Cache directories
- Downloaded installers
- Duplicate files

## Storage and Retention

### Retention Policies

- **Daily backups**: Kept for 7 days
- **Weekly backups**: Kept for 4 weeks
- **Monthly backups**: Kept for 12 months
- **Annual backups**: Kept for 7 years

### Storage Locations

Backups are stored on:
- Primary: Secure server storage
- Secondary: Offsite replication (if configured)

## Data Integrity

### Verification

All backups include:
- MD5 checksums for integrity verification
- File count validation
- Size comparison checks

### Monitoring

The system logs:
- Backup start and completion times
- Files included in each backup
- Any errors or warnings
- Storage utilization

## Troubleshooting

### Common Issues

**Backup fails to start:**
- Check storage space availability
- Verify file permissions
- Ensure no files are locked

**Restore not finding files:**
- Verify the backup date range
- Check file name spelling
- Ensure the backup completed successfully

**Slow backup performance:**
- Reduce backup scope
- Schedule during off-peak hours
- Check network connectivity

## Frequently Asked Questions

**Q: How long does a backup take?**
A: Depends on data volume. Initial backups take longer; subsequent backups are incremental.

**Q: Can I backup while working?**
A: Yes, the system handles file locking gracefully.

**Q: Where are backups stored?**
A: On the configured server storage with optional offsite replication.

**Q: How do I know if backups are working?**
A: Check backup status or ask "Backup status" to see recent backup logs.

**Q: Can I exclude certain files?**
A: Yes, specify exclusion patterns when configuring backups.

## Support

For backup-related issues:
- Check the backup logs for error details
- Verify storage availability
- Contact your system administrator