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Maintenance



Childcare Professional includes several maintenance functions to help keep your data running smoothly, fast and safe. These functions are the Backup & Restore, Archiving Data and Database Maintenance.
Backup & Restore
A computer is a very volatile tool. One power surge and your data files are gone. To help protect your information, Childcare Professional includes the ability to backup your data to a floppy disk or other removable media so that it can be stored separately from your computer. And if you need to recover your data, you can restore it back to the hard drive from your backup.
Kask Software recommends that you make two identical backups at least every week. Having two backups means that if one of the disks is bad, you still have a second copy to restore your data from. If you have a large number of changes made to your data each day, you may want to backup your data at the end of each day.
How do I backup my data?


  • To backup your data to a floppy drive:




  1. Select Backup / Restore from the Tools Menu. The Backup / Restore window will appear.

  2. Select Backup so that you can save your data to another location.

  3. Click on the Next button.

  4. Select the Location you want to save your data to. The default is A:\ which is your floppy drive. If you want to save your data to a different location, click on the Browse button, select the location and then click on the Select button.

  5. Click on the Next button.

  6. When you are ready to backup your data, click on the Finish button. Childcare Professional will prompt you when you need to place a disk in the floppy drive.


Your data has been backed up and is safe. Kask Software recommends that you create two backups just in case one of them becomes corrupted.
How do I restore my data from a backup?


  • To restore your data from a floppy drive:




  1. Select Backup / Restore from the Tools Menu. The Backup / Restore window will appear.

  2. Select Restore so that you can recover your data from another location.

  3. Click on the Next button.

  4. Select the Location where your backup is.. The default is A:\ which is your floppy drive. If you want to restore your data from a different location, click on the Browse button, select the location and then click on the Select button.

  5. Click on the Next button.

  6. When you are ready to restore your data, click on the Finish button. Childcare Professional will prompt you when you need to place a disk in the floppy drive.


Your data has been restored from the floppy back to the hard drive.
Archive Data
Sometimes, to make your data files smaller and faster, you may want to remove some of the data for prior years from the current data files and place it in a separate Data Set. Your current Data Set is smaller and faster and yet you still have access to the information from prior years. Childcare Professional does this for you in the Archive Data Window.
How do I remove old data from my Data Set?
If you want to make your current data files smaller and faster, you can remove data from previous years and place it in a separate Data Set.


  • To remove old data from your Data Set:




  1. Select Data Sets from the File Menu. The Data Set Management window will appear.

  2. Create a new Data Set to save your archived data in. For information on how to create Data Sets, see page 7.

  3. Select the Data Set that you want to remove old data from.

  4. Click on the Archive button. The Archive Data window will appear.

  5. Select Archive Data On or Before.

  6. Enter the Date on or before which all data will be removed from the Data Set.

  7. Select the Data Set that you want to place the removed data. It should be the one you just created.

  8. Click on the Finish button.


Childcare Professional will remove the data on or before the date you selected and place the removed data in the Data Set that you selected. To view the old data, simply switch to the Data Set containing the old data. For information on how to switch Data Sets, see page 7.


How do I bring archived data back into my Data Set?
Childcare Professional can assist you in bringing data back into a Data Set after it was archived. Or you can combine the data from two Data Sets.


  • To bring archived data back into a Data Set:




  1. Select Data Sets from the File Menu. The Data Set Management window will appear.

  2. Select the Data Set that you want to be the destination for the combined data.

  3. Click on the Archive button. The Archive Data window will appear.

  4. Select Retrieve Archived Data From.

  5. Select the other Data Set that you want to get data from.

  6. Click on the Finish button.


Childcare Professional will combine the two Data Sets.
Database Maintenance
Once in a while, data files need to have deleted records cleaned out and have some basic testing to make sure they are readable. That’s what Database Maintenance does.
How do I check my data files for problems?
Database Maintenance checks data files for problems and clears out all the old deleted records.


  • To check your data files for problems:


Select Database Maintenance from the Tools Menu.

Childcare Professional will warn you that all Childcare Professional windows should be closed to test the data files. If there are open windows, please close them. Click on ‘Yes’ to continue.
Childcare Professional will clear out all the old deleted records and test each database to make sure there are no general errors.

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