How long does a backup take?

Your very first backup is a full backup and therefore this will take the longest time to run compared to your subsequent daily backups. Once your first back is complete though, your daily backups should complete within a couple of hours i.e. daily.

There is really no easy way to calculate how long the first backup will take as it comes down to quite a few factors, just like how long will it take to sail from A to B? Some Xero organisations have taken a couple of weeks, some even longer, but most small Xero organisations complete within a couple of days.

Factors to consider are how many records do you have in each Xero table of accounts, there are more than a dozen tables, for example your Receivables and Payables, your Bank Accounts and your Customers and Suppliers etc. If you are using Xero’s ability to store attachments, you are also going to need to allow time to back these up.

Xero also limits the amount of requests for data in a 24hr period. Once you hit the limit, controlc have to wait until the next day to pickup where it left off.

If you think your first backup is taking way too long, then you should contact us at support.controlc.co.nz and we will look into it for you and let you know its progress.

Hope that helps.

Why do I need backups? Is my data not safe in the cloud?

While your data is safe in “the cloud”, we all know the unforeseen can happen, and we all know we should have a secure copy of our precious data somewhere. Xero, the IRD and any business advisor would say that it is good business practice.  We store your data securely in locally (New Zealand) based data centres. With controlc-logo-low you can download any of your data at any time.  You can also have access to any attachments that have been stored in Xero.

With  you can then create easy to view reports and easily and quickly search for all sorts items in your Xero data.

You may like to read the other articles in our FAQ’s about storing financial records off shore.

Are there any legal requirements that I should be aware of when storing my financial records in the cloud? e.g. New Zealand IRD Tax Administration Act 1994

New Zealand IRD Tax Administration Act 1994

Section 22 of the New Zealand Tax Administration Act 1994 (“TAA”) requires a person who carries on any business or any other activity for the purpose of deriving assessable income in New Zealand, to keep sufficient records in New Zealand, in the English language, to enable the Commissioner to readily ascertain information about their tax affairs.’

‘Users of cloud computing services should be aware of their obligations to keep sufficient records in New Zealand and follow the guidelines in SPS GNL-430 when retaining business records in electronic form. ‘

Retention of records in electronic form

The main requirements for keeping records in electronic form under the ETA, whether the records were originally in paper form or in electronic form, are that:

the integrity of the information contained in the records is to be maintained; and

the information is readily accessible so as to be usable for subsequent reference.

Ref. http://www.ird.govt.nz/technical-tax/revenue-alerts/revenue-alert-ra1002.html

But Xero have 'Offshore data storage approval from the New Zealand IRD' - what does this actually mean?

Here is an extract from the full news release by Xero in their blog…

“Just a short word of caution. This authorisation for Xero to store your financial data within our systems offshore does not replace your responsibility to meet all the other the record-keeping requirements of the various tax acts. If you are in any doubt at all on this you should talk to your accountant/bookkeeper or professional advisor.”

Ref. https://www.xero.com/blog/2013/09/xero-approved-to-hold-records-offshore-for-nz-customers/

The Taxpayer has ultimate obligation – New Zealand IRD Tax Administration Act 1994

Here are some excerpts from the New Zealand IRD website regarding use and storage of financial records off shore with a third party.

Standard Practice Statement (SPS) 13/01 provides guidelines on the retention of business records in electronic format.

  • Taxpayers who store their business records with these approved organisations do not need to obtain approval under section 22(2BA) to store their business records outside of New Zealand.

The Commissioner’s approval for third party providers to store electronic records offshore, is conditional on the following:

  • Information and records stored offshore remain accessible by the Commissioner and do not impede her compliance activities;
  • Information and records will be available upon request in an electronic and usable format and at no cost to Inland Revenue; and
  • Information and records will be available upon request in an electronic and usable format and at no cost to Inland Revenue; and…

Although a third party provider may be used to store business records, taxpayers remain responsible for their tax obligations including retaining business records for the retention period (usually seven years) required under the Tax Administration Act 1994.

Read our Standard Practice Statement 13/01 for further information

  • An authorisation given to a third party does not replace a taxpayer’s responsibility to meet the record keeping requirements as per the Inland Revenue Acts. The authorisation merely enables a taxpayer to store records offshore without being in breach of their obligations. A taxpayer still has the responsibility to ensure that the records being kept offshore are sufficient to satisfy the record keeping requirements.
  • Furthermore, an authorisation to a third party should not be relied upon as an approval of the third party as a service provider in general. The individual taxpayer should carry out their own assessment of the third party to ensure that they are satisfied that services offered by the third party meet the taxpayer’s business needs. The authorisation provided by the Commissioner merely relates to the offshore storage of records.

What does Xero have to say about backing up your data?

Xero state in their ‘Terms of Use’ – Section 5.3, that you must maintain copies of all Data inputted into the Service.

https://www.xero.com/nz/about/terms/

Backup of Data:

You must maintain copies of all Data inputted into the Service. Xero adheres to its best practice policies and procedures to prevent data loss, including a daily system data back-up regime, but does not make any guarantees that there will be no loss of Data. Xero expressly excludes liability for any loss of Data no matter how caused.

Who am I trusting my data to?

When you use Xero, you are trusting your data to an offshore, US owned third party business – Rackspace, in a location that you have no legal jurisdiction over.

When using controlc ltd, you are dealing directly with a 100% New Zealand owned company. We are here to serve you and make sure you have uninhibited access to ‘your’ data.

Where is my data stored?

Your data is held in two secure commercial data centres, the primary is based in Wellington and the secondary data centre in Auckland. Both data centres employ backup power supplies, redundant data communications connections, environmental controls (e.g., air conditioning, fire suppression) and various security features such as ‘biometrics’ and ‘mantraps’ with 24/7 monitoring.

How do I get started?

  1. Firstly subscribe to the FREE 14 day trial.
  2. Once Subscribed you will be guided to add a Xero organisation to be backed up. NOTE: You can add as many Xero Organisations as you like. Watch this video.
  3. Wait for your first backup to complete. This may take only one night to backup depending on your amount of data. Some Xero Organisations could take up to a week to backup, depending on the amount of attachments they have. If you think it is taking a long time, please let us know and we will investigate.
  4. Once complete, please login and download your successful backup to your local device. Watch this video.
  5. Download backapp to view and search your backed up Xero data file. Watch this video.

Any question, please email us. We are here to help.

How do I get Set Up?

What makes controlc the best option for me?

Apart from being the only product on the market of its kind and very good value for money, here’s some other great things about controlc-logo-low and  :

  • We backup your data every 24hrs
  • Your data is downloaded to your office directly, not via email, which can have issues
  • We enable you to see ALL data available to us on an ongoing basis
  • We backup any attachments added to an invoice at the time of creation
  • Backups are saved in the cloud for easy access in the future
  • We offer several data formats (such as XML, XSLX or CSV), but if you use our FREE App, , you can export the data in many other common formats too
  • Also, with , you are able to easily view, search and report on any of the data transferred from Xero
  • Our On-Demand downlaods allow you to get the latest data when you need it
  • We store the data in a data centre local to you, in the same country as you. You can download any backup from your history for you to store or work with using 

Can I go back to an older version of my backup?

Yes, you can go back to the day your first back up was successfully completed.  This means you essentially have an unlimited archive of all your daily backups that are accessible to you any time you need them.

How do I know whether I need 'Classic' plan or the 'Enterprise' plan?

The ‘Enterprise’ plan is designed for companies that have large amounts of attachments in their Xero data.  If in doubt, we suggest you try the ‘Classic’ plan to start with and you can always upgrade to the ‘Enterprise’ plan if you need it.