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Potential backup solution

Hi, I have an environment where I have users enter data into a custom list in Sharepoint 2010.  I collect their data into an Access 2010 database and have a union query that merges it for me.

Recently, one of the users (accidentally?) deleted the site.  Our IT department's backup plan isn't enough that we're happy with the recovery period or the last saved date.

So, we'd like a way to backup only the custom lists on the site.  

I thought of the following scenarios and wondered if others could give their opinion.  
1.  Create a copy of the list in addition to the linked list in the Access Database (haven't tried this yet)
2.  Export each datasheet as an excel file and store those locally.

I understand that a packaged backup of the site itself isn't possible given the nature of sharepoint so I'm trying to find a potential solution.  Any help is appreciated!!

Thank you
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cdarbonne
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cdarbonne
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1 Solution
 
Dale FyeCommented:
I had a similar problem with my SharePoint administrators.

The problem with any simple (Access, Excel, ...) external backup solution is that even if you have all the data, when you attempt to put it back into your SharePoint list, you cannot insert a record with an ID (Sharepoint PK) that has already existed.  So any of your PK/FK relationships will be invalid.

If this is a critical application, you should make the case to your boss or whoever controls the SharePoint backup policy to ensure that those lists that are critical get backed up on a frequency that is acceptable to your operation.  You management needs to understand the risks associated with infrequent backups.
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cdarbonneAuthor Commented:
Yikes.  can you tell me what PK/FK stands for?

This is a large corporation and everyone is my boss ;)  we'll see how it goes.  I do appreciate the info though.
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Dale FyeCommented:
PK = Primary Key
FK = Foreign Key

Primary keys uniquely identify every record.  In SharePoint, you don't see the [ID] field associated with each list item but it is the Primary Key.  If you link the list to Access, you should see the [ID] field as the first field in the list.

a Foreign Key is a value in one table that points to a Primary Key in another table.

If all you have is a single SharePoint list that you are dealing with, then these are not a problem.  You indicated:

"I collect their data into an Access 2010 database and have a union query that merges it for me."

If you are not concerned with the ID value in those lists and have something else that would uniquely identify a each record, then backing the data up to an Access database would be a workable solution.  Although I would recommend that you store the data in a file that is separate from your working database application.
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cdarbonneAuthor Commented:
Thank you so much
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Dale FyeCommented:
Appreciate the points, but if I were you, I probably would have left this open for a while longer to get some ideas from other Access / Sharepoint experts.  This is a critical issue and like surgurey, I would attempt to get as many opinions on the topic as I could.

If you want to reopen the question, click the request assistance hyperlink in the original post and request that a moderator reopen the question.
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cdarbonneAuthor Commented:
oh ok....i'll do that.  thanks.
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Dale FyeCommented:
Hopefully, you were able to convince your boss that they (the IT department) needs to be backing up your lists on a more frequent basis.
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