last updated 6/28/05 8:00 pm
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How to Backup Data Files (Copy to Diskette):

 (DO NOT use Microsoft BACKUP, Florida 4-H wants your actual .db, .px, .xg0, .xg1, .yg0, .yg1 files)

1. In the Youth Enrollment program, look at the Data Path at the bottom of the window to determine where your data files are located. The default location is c:\Program Files\Youth Enrollment\Data when on a single computer.  Write down your Data Path exactly, then close the Youth Enrollment program.   (Network) All other users should be closed out of the Youth Enrollment program or the data files will not copy successfully.
   
2. Put a blank floppy disk in drive A:., you will probably need 2-3 blank disks to backup the essential files.
   
3. All users must be completely closed out of Youth Enrollment program for Data files to copy successfully (if data shared on a network) .
   
4. Right click on Start and pick Explore to open an Explore window.  You should see 2 window panes with the folders on the left. (if not, go to View|Explorer Bar| Folders & mark it).  On the left pane, use the slider and dbl-click on folders in Data Path until you get the Data folder containing your current data open.  Click the + in front of a folder to list the contents of that folder on the left side.  Double click on your Data folder to select and open it, the files inside your Data folder will appear on the right side window pane. 
   
5. Pick View|Details from the menu at the top of the window, then click in the right window pane containing the data files.  Most of the files start with " Youth."  Youth2a (Member/Leader) and Youth2n.db (Youth Group) files should have recent dates reflecting when you last added or edited information in them.  The column headings (Name, Type, Modified) can be clicked to sort the files by filename, extension, or date/time (click alternates A-Z, then Z-A).  Click on the "Modified" header to sort the files by date, if the most recent dates aren't at the top, move the right window slider all the way up, and click "Modified" header again.

There should be ~130-150 files in the  \Data folder, occupying ~3 MB of space.  Before backing up the essential files, it is important to clean out those that should not be there.  No "copy of", .pdf, .zip, .exe,  or .doc files and no other folders belong inside of \Data.  Steps 6-8 

Clean up contents of your Data folder:

6. If you have any filenames starting with "Copy of ...", it means a copy was pasted into same directory as the original file instead of to the diskette you thought it went to.  "Copy of" files come from accidental drag & drops--Don't wiggle the mouse when selecting/unselecting files with Ctrl-click, use up- or down-arrow key to move in the file list.  Delete any "Copy of..." files.  

1. Select all the "Copy of ..." files by clicking on the first, then holding the SHIFT key while clicking the last in the group of "Copy of ..." files.  
2. Make sure you have only selected "Copy of" files, then press the Delete key to delete them (to the Recycle bin).

7. There should be no folders inside of your Data folder.  Instead of just putting the unzipped files inside the destination folder (\Data), the built-in Windows XP unzip adds  a folder named like the zip file into \Data and unzips the files into it.  
   \docs, \codes,  \ES237 -- just delete them. 
    
   \allcodesFY04, \projects2_4, awards2_4, activities2_4, or \literature contents should have been copied (or cut & pasted) into \Data to be used, they can be deleted. 
   
   \rbitem contents are the custom report files for error-checking.  Before deleting the \rbitem folder, you need to copy (or cut & paste) these files into \Data, and when prompted, pick Yes to overwrite All files.   The files in Rbitem.zip file replace some (but not all) of the existing "rb" files with newer versions, each time the state office releases a new one.  
   
   If you have a folder with your county name inside of your Data folder, if probably was created when unzipping a DataGNV.zip file sent back to you from the state 4-H office.  
   • If it is empty, or only contains \docs, \codes,  \ES237 folders, you can safely delete it without calling.
   • If your Data Path (checked in step 1 above) points to the county-name folder inside of Data or if the county-name folder contains files, call Nancy Johnson (352) 392-2941 x231 for assistance in evaluating the situation before deleting the folder.   You may want to save a backup on disks, or move and rename the folder, (Data02, Data03, Data04) if it represents your final year-end data, sent back from the state office in a DataGNV.zip file.
     
8. There should be no .pdf, .zip, .doc, or  .exe files inside of \Data.  You need to move them (if you want to keep them) or delete them.  It's ok to create a \docs05 folder under \Youth Enrollment to keep documents or an \Updates folder to keep update files you have downloaded.  Those files just don't belong inside of \Data.
   
9. Hold down the CTRL key while pressing A to select All files in the data folder. Continue to hold down CTRL while clicking to unselect BRWYNet1.NAF and all the rb____ files at the top.  Then move slider to bottom and CTRL-click to unselect the 2 Z5lite files. 
   
10. Click on Type at the top of the column to sort the files by file type.  If you have any Application or Application Extension type files with .BPL, .DLL, or .EXE file extensions in your Data folder, hold down the CTRL key while clicking on each to unselect them.  All files with extensions .db, .px, .xg0, .xg1, yg0, and yg1  should still be highlighted (except the "rb", z5lite ones), approximately 130 files.
    
11. Pick Edit|Copy, this copies them to the Windows clipboard.  Do not drag & drop--it causes "Copy of" files in the Data folder and misplaced files if dropped accidentally in the wrong folder.
    
12. Use slider in left pane to move up to Floppy Drive A: and click to open it.  The 3 1/2 Floppy A: should be highlighted, and there should be no files displayed in the right pane (if floppy disk is blank).
    
13. Pick Edit|Paste to write files onto the diskette in A:.  You should see flying folders as the files are copied to the diskette, with filenames appearing on the right pane.  If more than one disk is needed, it should prompt you to insert the next disk and click ok to continue copying files.
    
14. Label disk with Youth Enrollment files, County, Date, and name of person who did the backup.  If more than one disk was needed, please include disk 1 of 2, disk 2 of 2 ....
    
15. At this point you can make a second copy of the backup files by just inserting another blank diskette and selecting Edit|Paste again.  You will want to make a backup copy for yourself, identical to the disks you send to the Florida 4-H office and keep it as an archive copy.

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