Export Database

Overview

PrivateACB allows you to export an optimized copy of your database file at any time. This creates a complete backup of all your transaction data, calculations, and settings.

Key Benefits:

• Optimized: The exported copy is 10-30% smaller than the original due to SQLite VACUUM optimization
• Encrypted: The copy maintains the same AES-256 encryption as your original database
• Complete: All data is preserved - transactions, calculations, settings, everything
• Manual: You control when exports happen and where they’re saved

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When to Export Your Database

Export before risky operations:

• Before importing large amounts of new data
• Before performing bulk deletions
• Before major software updates
• Before changing tax calculation settings

Regular backups:

• Weekly or monthly backups as part of your workflow
• Before filing taxes (create an archive of the data used)
• At year-end to preserve annual records

Sharing or migration:

• Moving to a new computer
• Sharing data with a tax professional (ensure they have the encryption key)
• Archiving old tax year data

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How to Export Your Database

Step-by-Step Instructions

1. Open the Settings Tab

   • Click the Settings tab in the top navigation (or press Ctrl+7)
   • Scroll to find the “Database Backup” section

2. Expand the Backup Panel

   • Click on “Database Backup” to expand the panel
   • You’ll see your current database information:
     • Location (full file path)
     • Size (in MB or KB)
     • Last modified date

3. Click “Export Database Copy”

   • Click the blue button labeled ”💾 Export Database Copy”

4. Choose Save Location

   • A file save dialog will appear
   • The suggested filename includes a timestamp: database_backup_2025-01-16_14-30-45.db
   • Choose where to save the file (external drive, cloud storage folder, etc.)
   • Click “Save”

5. Wait for Completion

   • The export typically takes 5-30 seconds depending on database size
   • The button shows “Exporting…” while processing
   • You’ll see a success message with the save location when complete

Example Workflow

Original database: E:\Tax\PrivateACB\database.db (15.2 MB)
Export location:   D:\Backups\database_backup_2025-01-16_14-30-45.db (11.8 MB)
Export time:       8 seconds

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Understanding the Optimization

The exported copy is smaller than your original database because SQLite’s VACUUM operation:

• Removes deleted/fragmented data
• Reorganizes internal structures
• Compacts the file without losing any data

This is normal and expected. The smaller size does NOT mean data is missing - it means your export is more efficiently stored than the original.

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Opening an Exported Copy

Exported database files are complete, standalone databases. To open one:

1. Close your current database (if open)
2. Go to the Welcome screen
3. Click “Open Existing Database”
4. Browse to your exported file
5. Enter your password (same password used for the original database)

The exported copy becomes your active database. Your original file is not affected.

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Important Notes

Password Required:

• Exported copies use the same encryption as your original database
• You MUST have the password to open an exported copy
• Store your password securely and separately from your database files

Not Automatic:

• PrivateACB does NOT create automatic backups
• You must manually export whenever you want a backup
• Consider setting a reminder to export regularly

Storage Recommendations:

• Store exports on a different drive than your working database
• Consider using cloud storage (Dropbox, Google Drive, OneDrive)
• Keep at least 2-3 recent exports for redundancy
• Archive year-end exports permanently for tax records

File Size:

• Large databases (100k+ transactions) may take 30-60 seconds to export
• Exported files are 70-90% the size of the original
• A 50 MB database typically exports to 35-40 MB

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Troubleshooting

Export button is disabled:

• Make sure a database is currently open
• Wait for any active imports or calculations to finish

Export failed error:

• Check that you have write permission to the save location
• Ensure enough disk space is available
• Try saving to a different location

Can’t open exported copy:

• Verify you’re using the correct password
• Check the file wasn’t corrupted during copy/transfer
• Try exporting a fresh copy

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Best Practices

1. Regular Schedule: Export weekly or after significant imports
2. Multiple Locations: Keep exports on external drives AND cloud storage
3. Clear Naming: Use the default timestamp naming for easy identification
4. Test Restores: Occasionally test opening an export to verify it works
5. Year-End Archive: Keep permanent exports at tax filing time

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What Gets Exported

Everything in your database:

• All transaction records from all imports
• All ACB calculations (Canadian and US)
• All tax lots, capital gains, superficial losses
• Currency exchange rate data
• Import job metadata
• User settings and preferences
• Database structure and indexes

NOT included:

• Application settings (these are stored separately)
• API keys and credentials (stored separately via Windows DPAPI encryption in the Registry)

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Summary

Export Database Copy creates a complete, optimized backup of your entire PrivateACB database. Use it regularly to protect your financial data and ensure you can always restore to a known good state.

Remember: You control when exports happen. PrivateACB never creates automatic backups, giving you complete privacy and control over your data.

Keyboard shortcut: Press Ctrl+E from anywhere in the app to start an export.

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Last Updated: February 2026 PrivateACB Version: 2.0