Church Cashbook Maintenance Manual

Verify backups and test restore annually.

Backup configuration

Backups are managed by Akeeba Backup, configured to run automatically on a schedule. Backup archives transfer off-server automatically. The System Info page shows the age of the most recent detected backup archive — confirm this is within the expected window during monthly checks.

What is backed up

The complete database (church_accounts) including all transactions, users, Gift Aid declarations, and settings
The application codebase
The church_records storage directory (exports, receipts, logs)

Note that Gift Aid declaration data is stored encrypted in the database. The encryption key is held in config.php — back this up separately and securely. Without the key, encrypted donor data in a backup cannot be recovered.

Monthly check

☐ Confirm the Akeeba Backup log shows a successful run within the last scheduled period
☐ Confirm the backup archive has transferred off-server (check the remote destination)
☐ Confirm System Info → Backup status shows Recent (green) not Older than 48 hours (amber)

Annual restore test

At least once per year, test that a backup can actually be restored. A backup that has never been tested is not a backup. The procedure is:

Download a recent backup archive from the off-server destination.
Restore to a test environment (local MAMP or a staging server) using Akeeba Kickstart.
Confirm the application loads and that a sample of transactions are present and correct.
Confirm Gift Aid data is accessible using the known encryption key.
Record the test date and outcome in the maintenance log.

Encryption key: The Gift Aid encryption key must be backed up separately from the database. Store it in a secure, offline location accessible to the appropriate Diocese IT contact. If the key is lost, encrypted donor data cannot be recovered from any backup.