Creating Backups for 2016-1 Compliance

Creating Backups for 2016-1 Compliance


Automated Backups for 2016-1 Compliance

ATF Ruling 2016-1 requires FFLs who use cloud-based bound book technology to back up their records daily. Each backup shall be complete rather than a “delta” from the prior day and must be stored on a hard drive or server located on the FFL’s premise.  To help FFLs comply with this aspect of the ruling, we’ve released a modern and much simpler application that can be installed without the aid of an IT department.

 

The installation should take less than 3 minutes and will result in a fully automated daily backup.


How Does it Work?

We have created a secure connection between Orchid eBound and Dropbox desktop synchronization service. Once your integration has been configured, your bound book(s) will automatically be downloaded nightly to Dropbox and sync to a folder on your desktop or local server.

 

Setup Instructions

Step 1 - Obtain your API key from the Orchid Support Team

  1. Submit a support request ticket seeking your private API key and we’ll respond quickly. (https://orchidllc.zohodesk.com/portal/en/home)

Step 2 – Setup your free Dropbox sync 

  1. Obtain a license to any level Dropbox account (Dropbox Basic is free and can be accessed here: https://www.dropbox.com/basic). You might be prompted to buy a higher-level plan, but it is not necessary. Please click on the “Continue with 2 GB Dropbox Basic Plan” link at the bottom to proceed with the Basic plan.
  1. Next, select “Back up files or photos”
  2. Next, you will be prompted to download and install the Dropbox Desktop Sync (which can also be found here: https://www.dropbox.com/install)

Step 3 – Link your eBound and Dropbox accounts

  1. Access the Orchid ‘bound book backup’ (bbb) tool (https://bbb.orchidpos.com) and enter your email address. Please note that it does not have to be your Orchid eBound nor your Dropbox account email address.


  1. You’ll receive a secure link in your email with the subject “Your temporary eBound login url”. Please check your spam folder if needed. Click on the link and the Automated Backup Configuration screen will popup, allowing you to enter your ‘API Key.’


  1. Click on “Authenticate to Dropbox” to proceed.


  1. On the “Before you connect this app…” screen, click on “Continue” to proceed.



  1.  On the “eBound Backup Tool would like to:” screen, click on “Allow”.

  1. Success! Your backup has been configured successfully. Please allow 24 hours for the first backup to complete. Your backup files will be created in a folder in your Dropbox account called “eBoundBackup”, with a subfolder for each bound book.


 For FTP Access:

Submit a support request ticket seeking your private API key and we’ll respond quickly. (https://orchidllc.zohodesk.com/portal/en/home) 

We will also need to know which email address you would like to use for your validation link. This does not have to match eBound. 

Please go to https://bbb.orchidpos.com and enter your email. You will receive an email with your temporary login password. 

Click on the link in the email. You will be brought to the screen below:


 

Please enter your API Key (XXXXXXXXX), FTP Host, FTP Username, FTP Password and FTP Port. 

After you have filled out your FTP information, please click on “test” to confirm that the backup tool was able to successfully connect.

Voila! You are now setup. You will see your backup on your server within 24 hours. 

FREQUENTLY ASKED QUESTIONS

Note: August 2022 Release Supersedes Legacy Tool
The new application supersedes the prior tool which will no longer be supported as of December 31, 2022. We encourage all users to migrate to the new backup tool at your convenience.
  
What if I Have Questions about 2016-1 Compliance or FFL / ATF Regulations? 

Orchid and its partner law firm, FFL Law are here to help. Experts and attorneys from either team will respond quickly to your requests. Inquire more here:
How do I get Dropbox?
 
Does my Dropbox email have to match my Orchid eBound user email?
No. The connection between Dropbox and eBound is the API key. The User emails do not have to match.
 
Can I use the Downloads to Quickly Access Very Large Bound Books?
Yes! Simply navigate to your Dropbox Desktop App folder and you can make a copy of any file and search, sort, and filter directly on your desktop. Compliance tip – Always copy the file and make sure not to disrupt the original backup file.
 
Help! Why is My Backup Getting Cut Off at 1m Records When I Open Microsoft Excel?
Microsoft Excel has a row limitation of a little over 1m records (1,048,576 to be exact). Files larger than 1m records cannot be opened with Microsoft Excel but instead should be viewed using a separate text editor application such TextEdit or WordEdit.

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