Using a SQL Backup Provided by RTA

When RTA provides you with a copy of your data - for example a retained backup at the end of a hosted subscription, or a copy requested for your own records - the file you receive is a Microsoft SQL Server database backup (normally a .bak file). This article explains what that file is, what it is not, and how your organization can access the data in it.

What You Need

• Microsoft SQL Server - an instance owned and managed by your organization. Backups can be restored to the same or a newer version of SQL Server than the one that created them; they cannot be restored to an older version. If the restore is refused because of a version mismatch, use a newer SQL Server edition.

• A SQL Server administration tool such as SQL Server Management Studio (SSMS) or Azure Data Studio, to perform the restore and to browse and query the data afterwards.

• Your IT or database administrator (DBA) - restoring a database and querying it are IT tasks, not something done inside Fleet360.

Restoring the Backup

Your IT/DBA team restores the .bak file to a SQL Server instance in a non-production environment owned by your organization. In SQL Server Management Studio the general steps are:

1. Connect to the SQL Server instance.

2. Right-click Databases and choose Restore Database.

3. Select Device, browse to the .bak file and add it.

4. Give the restored database a name and confirm the file locations, then click OK.

5. Once the restore completes, expand the database to browse its tables, or open a new query window to run SQL against it.

The restored database contains the tables that made up your Fleet360 data (assets, work orders, parts, fuel, and so on). Table and column names are the database names, not the on-screen labels, and many values are stored as codes. Keep a copy of your Fleet360 reports or exports for reference when interpreting the data.

Protecting the Data

• The backup contains your complete fleet data, including user, vendor and customer records. Treat it as confidential.

• Restore it only on systems your organization controls. Do not upload the file to public or third-party "file converter" or "open .bak online" websites.

• Restrict access to the restored database to the people who need it, and remove it when it is no longer required.

If You Only Need a Spreadsheet

If the goal is a list you can open in Excel - a vehicle list, work order history, parts inventory - a database backup is more than you need. While your Fleet360 subscription is active, export the data from the master lists or run a report and export it to Excel or PDF. If you are ending your subscription, request the exports you need before the subscription ends.