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How to Take SQL Database Backup of BUSY Accounting Software – Complete Guide to Manual Backup, SSMS, BUSYAgent, Automation, Verification & Recovery

BUSY Accounting Software may contain some of the most business-critical information in an organization, including accounting vouchers, GST transactions, cust...

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Bison Technical Team Enterprise IT specialists
Updated 22 Sep 2024 19 min read 2,375 total views

BUSY Accounting Software may contain some of the most business-critical information in an organization, including accounting vouchers, GST transactions, customer and supplier ledgers, outstanding balances, inventory, financial statements, taxation records, and historical company data.

When BUSY is configured to use Microsoft SQL Server, protecting the underlying SQL database becomes an important part of the organization's backup and disaster-recovery strategy.

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A proper backup strategy should protect against situations such as:

  • Hard disk or SSD failure
  • Windows corruption
  • SQL Server failure
  • Accidental deletion
  • Database corruption
  • Ransomware or malware
  • Server theft or physical damage
  • Failed Windows updates
  • BUSY or SQL Server upgrade problems
  • Human error
  • Power failure
  • Server migration problems
  • Storage-controller failure

The important point is:

A backup should not merely exist—it should also be recoverable.

A backup file that has never been verified or tested for restoration should not be considered a complete disaster-recovery solution.


1. Understanding BUSY SQL Data

BUSY installations can use different database configurations. Therefore, before following SQL Server-specific instructions, confirm that the company is actually operating with Microsoft SQL Server.

If the installation is SQL-based, the company's information is stored in SQL Server databases rather than relying only on ordinary data files.

This means administrators may have several backup options.

Method 1 – BUSY's built-in Backup Data function

This is generally the simplest method for routine BUSY administration.

Method 2 – BUSYAgent

BUSYAgent can be configured for scheduled backups, including supported local and Google Drive backup configurations.

Method 3 – Microsoft SQL Server native backup

A database administrator can create a native SQL Server .bak backup using SQL Server Management Studio (SSMS) or Transact-SQL.

These methods should be viewed as complementary rather than assuming that only one type of backup is ever necessary.


2. Before Taking Any Backup

Before changing an existing backup system, identify the following:

  • BUSY version
  • Database type
  • SQL Server version
  • SQL Server instance name
  • BUSY company/database name
  • Database size
  • Backup destination
  • Available free disk space
  • SQL Server recovery model
  • Existing automatic backup configuration
  • Existing offsite/cloud backup
  • Retention requirements

For production servers, document this information as part of your disaster-recovery procedure.


3. Method 1 – Taking Backup Directly from BUSY

For many administrators and accounting users, the normal BUSY backup function is the easiest method.

The exact menu wording can vary depending on BUSY release and configuration, but the typical procedure is:

  1. Open BUSY.
  2. Open the Company menu.
  3. Select Backup Data.
  4. Select the required company.
  5. Enter the authorized username/password if requested.
  6. Specify the backup destination.
  7. Select the required financial year or years.
  8. Start the backup.
  9. Wait until BUSY reports successful completion.

Do not immediately assume that a backup succeeded simply because a folder was created.

Check that the resulting backup files exist and have a reasonable file size.


4. Taking SQL Backup from a BUSY Client Computer

In a multi-user SQL environment, administrators may sometimes initiate BUSY's backup operation from a client workstation.

BUSY's guidance indicates that SQL data can be backed up from the client through its Backup Data option.

When configuring such a backup, pay particular attention to shared-folder permissions.

The workstation, BUSY application, SQL Server service account, and network destination may have different permissions.

For example:

\\SERVER\BusyBackup

may work differently from:

D:\BusyBackup

because the first path depends on network and share permissions.


5. Method 2 – Native SQL Server Backup Using SSMS

For database administrators, Microsoft SQL Server Management Studio provides direct control over SQL Server backup operations.

A native full database backup normally produces a file with the extension:

.bak

Example:

BUSY_Company_Full_2026-08-16.bak


6. Install or Open SQL Server Management Studio

Launch Microsoft SQL Server Management Studio on an authorized administrative computer.

Connect to the SQL Server instance used by BUSY.

Authentication may be:

  • Windows Authentication
  • SQL Server Authentication

You must use an account having sufficient SQL Server permissions to perform the backup.

Never publish SQL administrative passwords in documentation, scripts, emails, or shared folders.


7. Identify the Correct BUSY Database

After connecting to SQL Server:

  1. Expand the SQL Server instance.
  2. Expand Databases.
  3. Identify the database associated with the required BUSY company.

Do not guess the database name.

A SQL Server may contain:

  • Multiple BUSY companies
  • Test databases
  • Previous-year databases
  • Other application databases
  • System databases

Taking a backup of the wrong database can create a false sense of security.


8. Create a Full SQL Server Backup

In SSMS:

  1. Right-click the required database.
  2. Select Tasks.
  3. Select Back Up.
  4. Set Backup type to Full.
  5. Confirm the correct database under Source.
  6. Select Disk as the destination.
  7. Add the required .bak filename.
  8. Review available backup options.
  9. Start the backup.
  10. Wait for successful completion.

A full database backup contains the database and enough transaction-log information for SQL Server to restore the database to a consistent state represented by that backup.


9. Use Meaningful Backup File Names

Avoid repeatedly using vague names such as:

backup.bak

A better naming convention is:

BUSY_<Company>_<BackupType>_<Date>_<Time>.bak

Example:

BUSY_ABCTraders_FULL_20260816_2300.bak

This makes it much easier to determine:

  • Company
  • Backup type
  • Backup date
  • Backup time

during an emergency.


10. Do Not Keep the Only Backup on the SQL Server

This is one of the most important backup rules.

Suppose SQL Server is installed on:

D:\SQLData

and backups are stored only at:

D:\SQLBackup

If the physical disk fails, both the production database and backup may disappear simultaneously.

Therefore, maintain independent copies.

A practical strategy could include:

Copy 1: Production server backup repository
Copy 2: Separate NAS/server/storage device
Copy 3: Secure offsite or cloud repository

This is closely related to the 3-2-1 backup principle:

  • Maintain at least 3 copies of important data
  • Store them using at least 2 different storage methods/media
  • Keep at least 1 copy offsite

For ransomware-sensitive environments, consider an immutable, offline, or otherwise protected backup copy as well.


11. SQL Server Full Backup Explained

A Full Backup captures the database needed to restore it to the state represented by that backup.

For many small and medium BUSY environments, regular full backups are the foundation of the recovery strategy.

Example schedule:

Every night: Full database backup

Whether this is sufficient depends on how much accounting work the business can afford to lose.

If one full backup is taken every night and the server fails late in the working day, transactions entered after the previous backup may not be recoverable from that full backup alone.

This is where more advanced backup strategies become important.


12. Differential Backup

A differential backup contains database changes relative to its full-backup base.

It is generally smaller and faster than repeatedly taking full backups of large databases.

An example strategy might be:

  • Sunday – Full backup
  • Monday–Saturday – Differential backups

However, the appropriate design depends on database size, recovery objectives, available storage, and SQL Server configuration.


13. Transaction Log Backup

Transaction-log backups are relevant when the database uses an appropriate recovery model such as Full recovery.

They can support much smaller recovery intervals than daily full backups.

For example:

  • Full backup – every night
  • Differential backup – periodically
  • Transaction-log backup – every 15–60 minutes

The correct frequency depends on the organization's acceptable data-loss window.

Transaction-log backup configuration should be handled by someone familiar with SQL Server recovery models and restore chains.

Do not start deleting .ldf files or manually manipulating transaction logs to reduce disk usage.


14. Check the SQL Server Recovery Model

In SSMS:

  1. Right-click the BUSY database.
  2. Select Properties.
  3. Open Options.
  4. Check Recovery model.

Common values include:

  • Simple
  • Full
  • Bulk-logged

Do not change the recovery model merely because an article recommends a particular setting.

Changing it can affect the organization's backup and recovery strategy.

The correct recovery model should be chosen according to recovery requirements.


15. Copy-Only Backup

Sometimes an administrator needs an additional one-time backup before:

  • BUSY upgrade
  • SQL Server upgrade
  • Server migration
  • Testing
  • Major configuration change
  • Troubleshooting

If the organization already maintains a structured SQL backup chain, a Copy-Only backup can be useful.

A copy-only full backup is independent of the normal conventional backup sequence and does not become the differential base.

This makes it useful for special-purpose administrative backups.


16. Verify the SQL Backup

Seeing a .bak file is not sufficient proof of recoverability.

SQL Server provides:

RESTORE VERIFYONLY

Example:

RESTORE VERIFYONLY
FROM DISK = 'D:\SQLBackup\BUSY_ABCTraders_FULL_20260816.bak';
GO

This checks whether SQL Server can read the backup set and whether the backup appears complete.

However, verification is not equivalent to performing a complete test restore.

That distinction is important.


17. Use Backup Checksums Where Appropriate

SQL Server supports checksum options that can improve corruption detection during backup and verification.

Example concept:

BACKUP DATABASE [YourBusyDatabase]
TO DISK = 'D:\SQLBackup\BUSY_FULL.bak'
WITH CHECKSUM;
GO

The exact backup policy should be tested before implementation on production systems.


18. The Best Verification Is a Test Restore

The strongest practical test is periodically restoring a backup to:

  • A test SQL Server
  • A separate SQL instance
  • A disaster-recovery server
  • An isolated virtual machine

After restoration:

  1. Confirm the database restores successfully.
  2. Confirm the expected company/database exists.
  3. Check recent accounting periods.
  4. Verify important masters.
  5. Verify voucher information.
  6. Verify balances/reports as appropriate.
  7. Confirm BUSY can access the restored database in the supported test configuration.

A backup that has never been restored has not been fully tested.


19. Automatic Backup Using BUSYAgent

BUSY provides BUSYAgent functionality for scheduled backup scenarios.

A typical configuration involves:

  1. Open BUSY.
  2. Go to the Company menu.
  3. Locate the BUSYAgent download option where available.
  4. Install BUSYAgent.
  5. Open BUSYAgent.
  6. Open General Configuration.
  7. Select the appropriate database type.
  8. For SQL, configure the required SQL Server information.
  9. Configure the local backup destination.
  10. Configure the backup schedule.
  11. Select companies and financial years as required.
  12. Save the configuration.

Depending on the BUSY release, licensing and available functionality, Google Drive backup options may also be configurable.

Always verify the current BUSY documentation and licensing applicable to your installation.


20. Scheduling Native SQL Server Backups

Organizations requiring database-level automation can also implement SQL Server backup scheduling.

Possible methods include:

  • SQL Server Agent where available
  • SQL maintenance plans where supported
  • T-SQL scripts
  • PowerShell
  • Windows Task Scheduler
  • Third-party SQL backup software

SQL Server edition and environment determine which options are available.

For example, SQL Server Express does not provide all automation features available in paid SQL Server editions, so administrators may use scheduled scripts or another supported mechanism.


21. Example T-SQL Full Backup

A database administrator may use a command similar to:

BACKUP DATABASE [YourBusyDatabase]
TO DISK = 'D:\SQLBackup\BUSY_FULL_20260816.bak'
WITH CHECKSUM, STATS = 10;
GO

Replace:

YourBusyDatabase

and the destination path with the actual values from your environment.

Never run an unfamiliar SQL command on a production accounting database without understanding its effect.


22. Important SQL Backup Destination Permission Issue

A very common SQL Server backup error is caused by permissions.

Suppose you open SSMS from your Windows account and choose:

D:\Backup

The actual database backup operation is performed by the SQL Server service, not simply by the interactive SSMS user.

Therefore, the SQL Server service account must be able to access the backup destination.

If SQL Server reports:

  • Access denied
  • Operating system error 5
  • Cannot open backup device

check:

  • Folder NTFS permissions
  • SQL Server service account
  • Network share permissions
  • Backup destination
  • Available disk space

23. Backing Up to a Network Location

Network backup requires additional care.

A UNC path may look like:

\\NAS01\SQLBackup\BUSY

Ensure that:

  • The destination is reachable
  • The SQL Server service identity has access
  • Share permissions are correct
  • NTFS permissions are correct
  • Network connection is stable
  • Adequate storage exists

Avoid depending solely on mapped drive letters because service accounts may not see the same mapped drives as an interactive Windows user.


24. Backup Retention Policy

Do not keep only yesterday's backup.

If corruption or incorrect accounting entries remain unnoticed for several days, yesterday's backup may already contain the same problem.

A sample retention policy could be:

Daily

Keep 7–14 daily backups.

Weekly

Keep 4–8 weekly backups.

Monthly

Keep 6–12 monthly backups.

Annual / Financial Year

Keep year-end backups according to the organization's accounting, taxation, audit, compliance, and legal requirements.

This is only an example. Actual retention should be based on business and regulatory requirements.


25. Protect Backup Files from Ransomware

A backup that ransomware can encrypt is not a reliable disaster-recovery backup.

Consider:

  • Restricted backup-folder permissions
  • Separate backup credentials
  • NAS snapshots
  • Immutable storage
  • Offline backup
  • Cloud versioning
  • Separate backup server
  • MFA on cloud accounts
  • Encryption
  • Monitoring and alerts

Avoid permanently exposing every backup repository to every normal Windows user.


26. Encrypt Sensitive Backups

Accounting databases may contain sensitive financial and business information.

Where appropriate, use:

  • SQL Server backup encryption
  • Encrypted storage
  • Secure cloud repositories
  • BitLocker-protected backup disks
  • Restricted access permissions

SQL Server supports backup encryption capabilities, but implementation depends on SQL Server version, edition, certificates/keys, and administrative design.

If encrypted SQL backups are used, ensure the required certificates and keys are also protected. Losing the necessary encryption key may make a backup unusable.


27. Never Rely Only on File Synchronization

Cloud synchronization and backup are not always the same thing.

If ransomware encrypts a live file and the synchronization service immediately synchronizes the encrypted version, the cloud copy may also become unusable unless version history or immutable retention is available.

Therefore, evaluate whether the service provides:

  • Version history
  • Deleted-file retention
  • Immutable backups
  • Point-in-time recovery
  • Ransomware recovery

28. Avoid Copying Live SQL Database Files as a Normal Backup Method

SQL Server database files commonly include:

.mdf

.ndf

.ldf

Simply copying these files while SQL Server is actively using them is not the recommended substitute for a proper SQL Server backup.

Use supported database backup procedures.

BUSY documentation describes a special scenario involving stopping SQL services and copying the SQL data folder for migration/reinstallation purposes. That should be treated as a controlled maintenance procedure—not as the normal daily backup strategy.


29. Backup Before BUSY or SQL Server Upgrade

Before performing major operations such as:

  • BUSY version upgrade
  • SQL Server upgrade
  • Windows Server upgrade
  • Database migration
  • Server replacement
  • Storage migration
  • Major configuration changes

take a verified backup first.

Preferably maintain more than one independent backup.

For high-risk upgrades:

  1. Take the normal application backup.
  2. Take a native SQL backup.
  3. Copy the backup to another physical/storage location.
  4. Verify it.
  5. Record the database/SQL version.
  6. Proceed with the upgrade.

30. Backup Before Server Migration

Before migrating BUSY to another server, document:

  • BUSY version
  • SQL Server version
  • SQL Server instance
  • Database names
  • Authentication method
  • SQL users
  • BUSY configuration
  • Company configuration
  • Backup locations
  • Required services
  • Firewall configuration

Also remember an important SQL Server rule:

A backup produced by a newer SQL Server version generally cannot simply be restored to an older SQL Server version.

Check version compatibility before migration.


31. Monitor Backup Success

Automated backup without monitoring can fail silently for weeks.

Monitor:

  • Last successful backup date
  • Backup file size
  • Available storage
  • Backup job result
  • SQL Server error logs
  • Windows Event Logs where applicable
  • Cloud synchronization status
  • NAS health
  • Failed authentication
  • Failed scheduled tasks

Consider configuring email or other administrative alerts where supported.


32. Check Backup File Size

A sudden abnormal reduction in backup size can indicate a problem.

Example:

Normal backup:

8.4 GB

Next day:

8.6 GB

Following day:

25 MB

The 25 MB file should be investigated rather than assumed to be valid.

Likewise, a zero-byte file is clearly not a successful database backup.


33. Check Free Disk Space

SQL backup operations can fail when storage becomes full.

Monitor:

  • SQL data drive
  • SQL log drive
  • Backup drive
  • NAS
  • Cloud quota
  • Temporary storage

Do not wait until the backup drive reaches 100% utilization.

Implement automatic cleanup according to a defined retention policy rather than randomly deleting old backups.


34. Never Delete the Production Database After Taking a Backup

A .bak file is intended for recovery.

Do not delete:

  • .mdf
  • .ndf
  • .ldf

or detach/drop the production BUSY database simply because a backup was created.

Database deletion and database backup are completely different operations.


35. Recommended Backup Architecture for BUSY SQL

A strong small-business deployment might look like:

Production SQL Server

Nightly Full SQL Backup

Local protected backup repository

Automatic secondary copy to NAS

Encrypted offsite/cloud backup

Periodic verification

Quarterly or scheduled test restore

This creates several layers of protection.


36. Define RPO and RTO

Two disaster-recovery concepts are useful.

RPO – Recovery Point Objective

How much recent data can the business afford to lose?

Examples:

  • 24 hours
  • 4 hours
  • 1 hour
  • 15 minutes

If the business cannot afford to lose a full day's accounting work, one nightly backup may not be sufficient.

RTO – Recovery Time Objective

How quickly must BUSY become operational after a disaster?

Examples:

  • 30 minutes
  • 2 hours
  • 4 hours
  • Next business day

Your backup architecture should be designed around both RPO and RTO.


37. Example Backup Policy for a Busy Accounting Office

An organization with frequent daily voucher entry could consider:

Daily: Full or appropriately designed SQL backup
During working hours: More frequent recovery protection where required
Local: Protected backup repository
Secondary: NAS or backup server
Offsite: Encrypted cloud backup
Retention: Daily + weekly + monthly rotation
Verification: Automated verification where practical
Restore test: Periodically
Monitoring: Daily backup-success review

The exact policy should be customized according to company size and acceptable downtime/data loss.


38. Common SQL Backup Errors

Error: Cannot Open Backup Device

Possible causes:

  • Incorrect path
  • Permission issue
  • Destination unavailable
  • SQL service account lacks access

Operating System Error 5 – Access Is Denied

Usually investigate permissions for the SQL Server service account.

Not Enough Disk Space

Free storage or change the backup destination.

Network Path Not Found

Check:

  • NAS/server availability
  • DNS
  • SMB connectivity
  • Share path
  • Firewall
  • Permissions

Backup Takes Too Long

Possible reasons include:

  • Very large database
  • Slow disk
  • Slow NAS/network
  • Heavy SQL workload
  • Storage bottleneck
  • Antivirus scanning
  • Backup compression configuration

Investigate performance rather than terminating database processes blindly.


39. What Should You Do After Backup Completion?

After every important backup:

  1. Confirm success.
  2. Confirm the file exists.
  3. Check file size.
  4. Verify the timestamp.
  5. Run verification where appropriate.
  6. Ensure secondary/offsite copy succeeds.
  7. Review backup logs.
  8. Periodically perform a test restore.

40. Backup Checklist

Before considering your BUSY SQL backup strategy complete, confirm:

  • Correct BUSY company identified
  • Correct SQL database identified
  • Full backup configured
  • Backup destination has sufficient space
  • SQL service account has permissions
  • Backup file created successfully
  • Backup is stored outside the production database location
  • Secondary copy exists
  • Offsite copy exists
  • Retention policy configured
  • Backup protected against unauthorized access
  • Backup protected against ransomware where possible
  • Backup verification configured
  • Restore procedure documented
  • Restore testing performed periodically
  • Backup failures monitored
  • Responsible administrator assigned

Frequently Asked Questions (FAQ)

1. Is BUSY's normal backup enough?

For many environments, BUSY's built-in backup is an important and convenient backup method. In SQL-based production environments, administrators may additionally implement native SQL Server and offsite backup protection depending on recovery requirements.

2. What is a .bak file?

A .bak file is commonly used as a SQL Server database backup file created through SQL Server backup operations.

3. Can I simply copy the BUSY SQL .mdf file?

Do not use live .mdf copying as your routine SQL backup method. Use supported BUSY or SQL Server backup procedures.

4. Can I take the backup while users are working?

SQL Server supports online database backups, but the organization's BUSY/SQL environment and operational requirements should still be considered. For major maintenance, migration, or upgrades, a controlled maintenance window may be preferable.

5. Do I need SQL Server Management Studio?

Not for every BUSY backup method. BUSY provides application-level backup functionality. SSMS is useful when an administrator needs native SQL Server backup, restore, verification, and database-management capabilities.

6. What is the safest backup type?

There is no single universally safest type. A good strategy combines appropriate application/database backups, multiple copies, offsite protection, monitoring, and restore testing.

7. How often should BUSY data be backed up?

The frequency should depend on how much data the organization can afford to lose. A company entering hundreds of vouchers daily may require much more frequent protection than a company entering a few transactions per week.

8. Can BUSY backups be stored on Google Drive?

BUSY documents Google Drive backup functionality through supported BUSY/BUSYAgent configurations. Availability can depend on BUSY version, licensing, and configuration.

9. Can I save a SQL backup directly to a NAS?

Yes, but the SQL Server service account must have appropriate access and the network destination should be reliable.

10. Why can I access the backup folder but SQL Server cannot?

Your Windows account and the SQL Server service account are different security identities. SQL Server's service account may lack permission.

11. What is RESTORE VERIFYONLY?

It is a SQL Server command used to check whether a backup set is complete and readable without actually restoring the database.

12. Does RESTORE VERIFYONLY guarantee that my BUSY database will restore perfectly?

No. Verification is useful, but a real test restore provides stronger practical assurance.

13. Should I keep the backup on the same drive as SQL Server?

Not as your only backup.

A physical drive failure could destroy both production data and backup simultaneously.

14. Should I maintain an offsite backup?

Yes, particularly for important accounting data. Offsite storage protects against theft, fire, hardware destruction, ransomware, and other site-level disasters.

15. How many backups should I keep?

Maintain multiple generations according to a documented retention policy—for example daily, weekly, monthly, and year-end copies where appropriate.

16. Should backup files be encrypted?

Sensitive financial data should be protected through appropriate encryption, access control, or encrypted storage according to organizational requirements.

17. What is a copy-only SQL backup?

It is a special-purpose SQL Server backup that does not interfere with the normal conventional backup sequence. It can be useful before upgrades or migrations.

18. What is a differential backup?

It contains database changes relative to its full-backup base and can reduce backup time and storage requirements for larger databases.

19. What is a transaction-log backup?

It backs up SQL Server transaction-log records and, with an appropriate recovery model and restore strategy, can provide more granular recovery.

20. Can I restore a SQL backup made on a newer SQL Server to an older version?

Generally, SQL Server backups from newer versions cannot be directly restored to older SQL Server versions. Check compatibility before migration.

21. Should I take a backup before upgrading BUSY?

Yes. A verified backup should be taken before major BUSY, SQL Server, Windows Server, or database changes.

22. Should I stop SQL Server and copy the entire Data folder?

That is not the normal recommended daily SQL backup method. BUSY documents a stopped-service data-folder copy procedure for certain migration/reinstallation scenarios, but routine protection should use supported backup mechanisms.

23. What happens if the backup disk becomes full?

Backup jobs may fail. Disk capacity and backup-job status should therefore be actively monitored.

24. Can ransomware damage backups?

Yes, if the ransomware account/system can access and modify the backup repository. Maintain isolated, protected, immutable, offline, or appropriately secured copies where possible.

25. How do I know that my backup strategy actually works?

Perform a test restore.

Successful backup creation is only one half of disaster recovery. Successful restoration is the other half.


Conclusion

Backing up a BUSY Accounting SQL database should not be treated as simply creating one .bak file occasionally.

A professional backup strategy consists of:

Backup + Multiple Copies + Offsite Protection + Security + Monitoring + Verification + Restore Testing

BUSY's built-in backup functionality provides a convenient application-level method, BUSYAgent can provide scheduled backup capabilities, and native Microsoft SQL Server backup provides database administrators with additional control over SQL Server recovery.

For business-critical accounting environments, maintain multiple generations of backups and periodically prove that those backups can actually be restored.

Most importantly:

The objective of backup is not to create backup files. The objective is to recover the business when the original data is unavailable.


Important Disclaimer

The procedures in this article are provided for technical education and general guidance. BUSY versions, Microsoft SQL Server versions, licensing, database configurations, paths, authentication methods, and backup requirements may differ between installations.

Before changing a production database, SQL Server recovery model, backup configuration, or restore procedure, take appropriate backups and consult your BUSY support provider, SQL Server administrator, or qualified IT professional where necessary.

Bison Infosolutions is not responsible for data loss, database corruption, business interruption, or other damage resulting from incorrect implementation of any procedure described in this article.

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