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B-14 · Backups, Periodic Reminders and Housekeeping

Book B — Agency Administrator Guide · draft v1 (2026-08-29)

Backups

  • The backend .accdb on the server is the only copy of your data. Include it in the server's nightly backup and make a dated copy before any Backend Updater run or bulk change (‹agency›-2026-08-29.accdb).
  • The templates folder and the Projects storage root are documents, not database — back them up as files.
  • Front ends (C:\HousingOS\) need no backup; reinstall.
  • Test a restore once a year: copy a backup to a test folder, point a test front end at it (Reconnect), open a project.

Periodic Reminders (Admin ▸ Reminders)

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C01-02-periodic-reminders.png

Lights up Item Where to do it
Apr 1 Import the new HUD income limits ▸ B-6
Jun 1 FY Close-Out — reconcile set-asides and encumbrances before fiscal year end Report Center Current Funded Projects / Outstanding Loans; Program Funds ▸ B-5
Jul 1 New Fiscal Year — update program funding amounts Program Funds ▸ B-5
Jul 1 New Fiscal Year — review program settings and fee schedules ▸ B-4 / B-5

Items stay flagged until someone clicks Mark Selected Done / Mark ALL Due Done (or double-clicks); the grid records who and when (initial install until the first person does). Everyone sees the window; only do the tasks if you own them.

Other yearly / periodic tasks

  • Contractor licences and insurance — the dashboard colours and the contract-time checks tell you; a quarterly pass through Unreviewed and expiring rows keeps projects moving (▸ B-9).
  • Yearly Monitoring — create the monitoring year each January and run the letters (▸ C-17).
  • Maturing loans — the reminder window (weeks) is in Default Settings; review the Maturing Loans card monthly (▸ C-16).
  • Staff changes — add/retire users promptly (▸ B-3); update City Info signatories.
  • Templates — after any agency letterhead or signatory change, produce each key document on the demo project (▸ B-7).
  • Archive closed projects' folders per your retention policy; HousingOS keeps the records.

Watch-outs

  • Compacting the backend — Access files grow; if HousingOS slows, have Housing Programs run compact/repair on the backend outside hours (never with users in).
  • Two backends (someone restored a copy beside the live one) is the #1 cause of "my data reverted". One file, one path.

Screenshot shot list

Shot What
B14-01 ✅ Periodic Reminders (C01-02)