Database Backup Guide

Audience: Administrators Difficulty: Intermediate Estimated Time: 15 minutes

Overview

The TrafficPOS system features a comprehensive database backup system that stores ALL operational data in a single encrypted JSON file. This is a complete database backup solution, not just a data export, ensuring full business continuity and disaster recovery capabilities.

Critical Business Protection: Regular database backups are essential for protecting your dispensary's operational data and ensuring business continuity.

Complete Backup Coverage

Core Business Data

Products: All inventory items with current stock levels
Sales: Complete transaction history
Customers: Customer database with purchase history
Employees: All employee records with encrypted credentials
Time Tracking: Complete time clock records

System Configuration

Business Information: Name, address, contact details
POS Settings: All system preferences and configurations
Categories: Product categories and organization
Tax Settings: Current tax rates and rules
User Accounts: System users and permissions

Operational Records

Drivers: Delivery driver records and performance
Store Sessions: Till open/close history
Inventory Counts: Stock count records and variances
App Configuration: Mode settings and backup preferences
Audit Trails: Complete activity logs

Security Features

AES-256 Encryption: Secure credential protection
Password Protection: Encrypted backup files
Data Integrity: Verification and validation
Access Control: Admin-only backup functions
Audit Logging: Backup and restore tracking

Creating a Complete Database Backup

Access Backup System

Navigate to Settings → Data Management → Export All Data

Ensure you have administrator privileges
Verify all pending transactions are completed
Check that no other users are actively using the system

Configure Backup Security

Enter Encryption Password: Choose a strong, memorable password
Confirm Password: Re-enter to verify accuracy
Record Password Securely: Store in password manager or secure location
Note: This password is required for restoration

Generate and Save Backup

Click "Create Backup" to generate the file
Use descriptive filename: trafficpos-backup-YYYY-MM-DD.json
Save to secure location (external drive, cloud storage)
Verify file size is reasonable (contains all data)
Test backup integrity by opening file briefly

Backup File Naming Convention

Recommended Naming Patterns

Daily: trafficpos-daily-2025-01-15.json
Weekly: trafficpos-weekly-2025-W03.json
Monthly: trafficpos-monthly-2025-01.json
Before Updates: trafficpos-pre-update-v2.1.json
Emergency: trafficpos-emergency-backup.json

Restoring from Database Backup

Pre-Restoration Checklist

IMPORTANT: Importing a backup REPLACES ALL existing data. Current data will be permanently lost.

Export Current Data: Create backup of existing data first
Verify Backup File: Ensure backup file is complete and uncorrupted
Have Decryption Password: The password used when creating backup
Notify Staff: Inform team of temporary system unavailability

Restoration Methods

Method 1: From Login Screen (Complete System Reset)

On the login screen, click "Restore from Backup"
Select your backup JSON file
Enter the decryption password
Wait for complete restoration process
System will restart with restored data

Method 2: From Settings (Administrative Restore)

Navigate to Settings → Data Management
Click "Import Full Backup"
Select backup file from storage
Enter the decryption password
Confirm restoration operation
Monitor restoration progress

Automatic Backup System

Configure Automated Backups

Navigate to Settings → Automated Backups

Enable Automatic Backups: Toggle on automated system
Set Frequency: Hourly, daily, or every 2 days
Storage Location: Local browser storage (default)
Retention Policy: Number of backups to keep
Encryption Password: Default password for automated backups

Automatic Backup Schedule Recommendations

Business Size	Transaction Volume	Recommended Frequency	Storage Strategy
Small Dispensary	< 50 transactions/day	Daily	Local + weekly manual backup
Medium Dispensary	50-200 transactions/day	Every 12 hours	Local + daily manual backup
Large Dispensary	200+ transactions/day	Every 6 hours	Local + automated cloud sync
Multi-Location	High volume	Every 2 hours	Centralized backup system

Security and Encryption

Encryption Details

Algorithm: AES-256-GCM encryption
Key Derivation: PBKDF2 with 100,000 iterations
Salt Generation: Cryptographically secure random salt
Data Integrity: Built-in authentication and verification

Protected Data

Employee PINs: Encrypted in backup file
User Passwords: Hashed and encrypted
Sensitive Settings: Encrypted configuration data
Customer Data: Privacy-protected information

Password Management Critical Points

Remember Backup Password: Required for credential restoration
Without Password: Employees will need new PINs assigned
Store Securely: Use password manager or secure documentation
Regular Updates: Consider periodic password changes

Emergency Recovery Procedures

Default System Credentials

Emergency Access Credentials

If starting fresh or after database corruption:

Role	Email	Password	Default PIN
Admin	admin@dispensary.com	admin123	1234
Manager	manager@dispensary.com	manager123	1234
Budtender	budtender@dispensary.com	budtender123	1234

Security Note: Change these default credentials immediately after system restoration.

Database Storage Architecture

Storage Mechanisms

IndexedDB (Primary): All critical business data and transactions
LocalStorage (Secondary): Session data and temporary preferences
Backup Coverage: Complete IndexedDB data included in backups
Session Data: Rebuilt automatically on login

Troubleshooting Common Issues

Backup Creation Problems

Backup Process Fails

Check available disk space for backup file
Ensure no other processes are accessing database
Close other browser tabs/windows
Try creating backup during low-activity period
Clear browser cache and try again

Backup File Too Large

Backups include complete sales history
Consider archiving old sales data before backup
Use file compression for long-term storage
Implement tiered backup strategy (daily vs. complete)

Restoration Problems

Can't Login After Restore

Verify correct backup password was entered
Try default credentials listed above
Check browser console for decryption errors
Attempt restoration with different backup file
Clear browser data and restart restoration

Missing Data After Restore

Verify backup file integrity (not truncated/corrupted)
Check browser console for import errors
Ensure correct backup file was selected
Try importing with correct decryption password
Verify backup was created with same system version

Password Recovery Issues

Forgotten Backup Password

No Recovery Method: Password cannot be recovered
Alternative: Use backup without employee credentials
Manual Setup: Reassign all employee PINs and passwords
Prevention: Use password manager for future backups

Best Practices

Backup Schedule

Daily Backups: End-of-day backup routine
Weekly Archives: Long-term storage backups
Pre-Update Backups: Before system updates
Monthly Full Backups: Complete system snapshots

Storage Strategy

Multiple Locations: Local, cloud, and external storage
Rotation Policy: Keep multiple backup versions
Geographic Distribution: Off-site backup copies
Access Control: Secure backup file storage

Security Measures

Strong Passwords: Complex backup encryption passwords
Regular Testing: Periodic restoration tests
Access Logging: Track backup/restore activities
Staff Training: Backup procedure training

Documentation

Backup Logs: Record backup creation dates
Password Documentation: Secure password storage
Recovery Procedures: Step-by-step restoration guide
Emergency Contacts: IT support information