Disaster Recovery Files

Disaster Recovery Files are automatic, encrypted backups of your data. You can download them to keep a copy of your records off the platform, for business continuity and peace of mind.

Each file is a password-protected archive. The platform creates them for you on a schedule, so there is nothing to set up. They are also where invoice copies are kept now that archive bundles are deprecated.

What’s in Each File

The platform produces a few kinds of file:

Database backup: a full export of your data as CSV files, covering customers, invoices, calls, transactions, notes, tickets, emails, and users.
Invoice bundles: PDF copies of your invoices, together with the matching call-detail CSVs. These come in daily, weekly, and monthly versions, both plain and with your letterhead.
Deleted-call archives: a copy of older call records, saved before they are removed from the live system.

Together these let you keep a complete record of your billing, or take your data with you if you ever need to.

How Often They Are Made

The platform creates these files automatically in the background. You do not generate, edit, or delete them yourself.

Each file is kept for a set time, then removed:

Database backups are kept for about a week.
Invoice bundles are kept for around 45 days (daily and weekly) or up to 180 days (monthly).
Deleted-call archives are kept for around 180 days.

Once a file passes its expiry date, it drops off the list. Download the ones you want to keep before they expire.

Finding Your Files

Go to the main menu > Disaster Recovery Files > View Disaster Recovery Files. You need data-protection access to see this option.

The list shows each available file with its Filename and a Download link. The link is colour-coded so you can see at a glance what still needs your attention:

Green: you have already downloaded this file.
Blue: the file has been saved to backup storage but you have not downloaded it yet.

Disaster Recovery File Details

Information about disaster recovery backup files including type, associated stored file, generation and expiry dates, and current status.

Field	Description
Generated Date	The date when this disaster recovery file was generated
Expires Date	The date when this disaster recovery file expires and will no longer be available

System Information

System-generated information about when this disaster recovery file was created and last modified.

Field	Description
Last Modified	Timestamp of the most recent modification to this disaster recovery file
Created	Timestamp when this disaster recovery file was created

Downloading a File

Click Download next to the file you want. The platform sends you the encrypted archive, and marks the file as downloaded so you can track what you have collected.

The archive is a 7z file. You will need the archive password to open it (see below).

Getting the Archive Password

All archives share a single password. To get it, go to the Actions menu > Request Archive Password. You enter your current two-factor code in the Current 2FA Code field to confirm it is you. The platform then shows you the password.

Use this password to open any Disaster Recovery File you download.

Keep a Copy Off the Platform

The point of these files is to hold a copy of your data somewhere safe and separate from the platform. Make a habit of downloading them regularly and storing them securely.

To help with this, the home page shows a reminder if no Disaster Recovery File has been downloaded or saved to backup in the last week. The reminder appears for users with download access. When you see it, download the latest files to bring your off-platform copy up to date.