🛡️ Mission Control

Villa Nomad Backup System

📊

Zoho Books

⏳
Never
- - records
📝

Notion

⏳
Never
- - pages
📧

Gmail

⏳
Never
- - messages
📁

WorkDrive

⏳
Pending
- - files

Recent Activity

No recent activity

Storage Overview

Total -

📖 How It Works

What Gets Backed Up

  • Zoho Books (4:00 AM daily)
    All financial records: invoices, estimates, contacts, expenses, payments, bank transactions, chart of accounts, taxes
    ~13 MB per backup • 7-year retention (legal requirement)
  • Notion (4:15 AM daily)
    All 7 databases: Villa Nomad Projects, Tasks, Notes/Meetings, Clients, Deliverables Library, Drafts, Activations/Moments
    ~50 MB per backup • 4,376 pages total
  • Gmail (4:30 AM daily)
    Both accounts (fortunat@villanomad.ch + lia@villanomad.ch) with incremental sync (only new messages)
    ~75 MB per backup • Messages stored as JSON with attachments
  • WorkDrive (pending)
    All 3 Team Folders: General, Internal (Admin), Villa Nomad Agency
    Setup reminder: Sunday Feb 9 @ 12:00 PM

Where Files Are Stored

Primary Location: ~/backup-scripts/ on iMac (3)

  • zoho-books/ — Financial data with timestamped JSON files
  • notion/ — Database exports by date
  • gmail/fortunat/ — fortunat@ messages
  • gmail/lia/ — lia@ messages
  • workdrive/ — Team folder mirrors (when active)

Format: Each backup creates system-name-YYYY-MM-DD.json + symlink to system-name-latest.json

Future Storage:

  • Google Drive sync (pending setup)
  • External SSD backup (2TB Samsung T7 recommended)

Retention Policy

Four-Tier System:

  • HOT (0-30 days): Frequent access, rapid restore
  • WARM (30-60 days): Occasional access
  • COLD (60-90 days): Archive
  • ARCHIVE (90+ days): Manual review required before deletion

Monthly Review: You'll receive a Telegram notification when backups reach 90 days with 4 options:

  • Delete (remove permanently)
  • Extend 90 days (keep for another cycle)
  • Archive (long-term storage)
  • Keep forever

Exception: Zoho Books financial data automatically kept for 7 years (legal requirement).

How to Recover Data

Quick Restore (Recent Backup):

  1. SSH to iMac: ssh Giorgio@iMac
  2. Navigate: cd ~/backup-scripts/[system]/
  3. View latest: cat [system]-latest.json | jq .
  4. Find specific date: ls -la [system]-2026-*.json

Restore Specific Records:

# Zoho Books - Find invoice
cat zoho-books/zoho-books-invoices-latest.json | jq '.data[] | select(.invoice_number == "INV-001")'

# Notion - Find task by title
cat notion/notion-tasks-latest.json | jq '.pages[] | select(.properties.Task.title[0].text.content | contains("keyword"))'

# Gmail - Find message by subject
cat gmail/fortunat/gmail-fortunat-latest.jsonl | jq 'select(.snippet | contains("keyword"))'

Full System Restore:

  1. Identify backup date needed
  2. Extract JSON data from backup file
  3. Use system's API/import to restore:
    • Zoho Books: API bulk create
    • Notion: Import via API
    • Gmail: Re-upload via API or manual import

Emergency Contact: If you need help restoring, wake me with: @lia restore [system] [date]

Monitoring & Alerts

  • This Dashboard: Real-time status, auto-refreshes every 60 seconds
  • Status Colors:
    • 🟢 Green: Backup within last 24 hours
    • 🟡 Yellow: Backup 24-48 hours ago (warning)
    • 🔴 Red: Backup >48 hours old (alert)
  • Telegram Notifications:
    • Backup failures (immediate)
    • 90-day retention reviews (monthly)
    • System reminders (as scheduled)