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    Cloud Archiving

    Information on the archive & backup policy in RMS.

    The RMS Archive Process retains 36 months of data in the live database for all RMS Cloud customers ensuring the information required for day-to-day operations can be easily accessed without compromising on overall system performance.

    Older data is archived automatically and securely store for 7 years from the date archiving occurs ensuring full compliance with local statuatory obligations to store financial and business records.

    As outlined in the RMS Archive & Backup Policy, Cloud Archiving occurs twice per year for all RMS Cloud Hosted customers.

    The below FAQ aims to answer all commonly asked questions relating to this process.

    How much data is kept?

    RMS retains 36 months (3 calendar years) of data in the live database at any time. 


    Need more than 3 years data day-to-day? 

    Contact [email protected] for pricing information.

    What information gets archived?

    • Departed Reservations with No Outstanding Balances older than 3 years.
    • Transaction Data including Tax Invoices for the Departed Reservations with No Outstanding Balance.

    What information doesn't get archived?

    • Guest Profiles
    • Unused Rate Types, Rate Periods, Rate Tables or Rate Lookups
    • Unused Setup Items


    These items may be manually removed as required following the archiving process.

    How does archiving work?

    RMS takes a full database backup which is then securely stored for 7 years on file.

    The archive process is then run behind the scenes at a low-impact time and the date field in General Information is updated to the new date.


    Should you need access to reservation or transaction data older than 3 years, contact RMS Support for a copy of the securely stored backup to be restored to your RMS Training Database at no charge.

    What are the best practises for properties?

    • Export copies of Year to Year Financial Reports to PDF and keep on file for historical reporting purposes.
    • Maintain Debtors to allow for the archiving process to occur efficiently, improving day-to-day performance.
    • Maintain PDF copies of Tax Invoices on file.

    Backup Policy

    Regular backups of RMS Cloud customer's databases are taken and securely stored as part of the RMS Data Security Policy.

    Backup Type Frequency Retention
    Onsite 3 Hours 24 Hours
    Daily 7 Days
    Weekly 1 Month
    Archive Monthly 1 Year
    Yearly 2 Years
    Twice Yearly 7 Years
    Offsite Regular backups of the data are transferred to a remote facility in a separate geohraphical location to reduce the risk of data loss in the unlikely event of a catastrophe.

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