Advanced4 min read
Data Export & Backup
Export inspection data, generate bulk reports, and implement backup strategies to protect your business information.
# Data Export & Backup
Protect your business data and export information for analysis and record-keeping.
Exporting Data
Export your information:
- Go to Settings > Data Export
- Select data type to export
- Choose date range
- Select export format
- Click "Export"
Available Exports
What you can export:
- Inspections:
- All inspection data
- Photos and attachments
- Client information
- Findings and notes
- Clients:
- Contact information
- Inspection history
- Payment records
- Communication logs
- Reports:
- Generated PDFs
- Report metadata
- Delivery status
- Financial:
- Revenue data
- Payment history
- Invoice records
Export Formats
Choose your format:
- CSV - For spreadsheet analysis
- JSON - For development/APIs
- PDF - For archival/printing
- XML - For system integration
Bulk Report Generation
Generate multiple reports:
- Go to Reports > Bulk Generate
- Select inspections (filter by date, status, etc.)
- Choose report template
- Click "Generate All"
- Download as ZIP file
Perfect for annual record-keeping!
Automatic Backups
Enable automatic backups:
- Go to Settings > Backup
- Enable automatic backups
- Set backup frequency (daily, weekly, monthly)
- Choose backup destination
- Save preferences
Backup Destinations
Where to store backups:
- Cloud Storage - Google Drive, Dropbox, OneDrive
- Local Storage - Download to computer
- FTP Server - Your own server
- Email - Small backups via email
Backup Best Practices
Protect your data:
- 3-2-1 Rule - 3 copies, 2 different media types, 1 offsite
- Test restore process regularly
- Encrypt sensitive data
- Keep backups for 7 years (industry standard)
- Document backup procedures
Data Retention
Manage storage:
- Set retention policies
- Auto-archive old inspections
- Delete after specified time
- Comply with legal requirements
Restoring Data
If you need to restore:
- Go to Settings > Restore
- Select backup file
- Choose what to restore
- Confirm restoration
- Wait for process to complete
Security Considerations
Protect exported data:
- Password-protect exported files
- Use encrypted connections
- Limit access to backups
- Follow privacy regulations
- Secure physical storage
Compliance & Legal
Meet requirements:
- GDPR compliance for EU clients
- State record retention laws
- E&O insurance requirements
- Professional association standards
Migration Tools
Moving to/from BN Reports:
- Import from other systems
- Export in standard formats
- Data mapping assistance
- Migration support available
Data Analysis
Use exported data for:
- Revenue trend analysis
- Client statistics
- Inspection volume tracking
- Business intelligence
- Tax preparation
Storage Management
Keep systems running smoothly:
- Monitor storage usage
- Archive old data
- Delete unnecessary files
- Optimize photo sizes
- Clean up regularly
Disaster Recovery
Be prepared:
- Document recovery procedures
- Designate recovery team
- Test recovery process annually
- Have emergency contacts ready
- Plan for worst-case scenarios
Protect your business data!