Backup exception report: how to handle missing or failed files
A partial backup needs a named exception list and a retry plan. Learn how to review failed files, fix the cause, and resume the same archive safely.
Safe Archive guide
Keep the copy, keep the context, and keep a record of what arrived.
Founder of ARCED Foundation, ARCED International, and Solutions of Things Lab (SoTLab). Built FolderManifest to help teams protect file integrity and stay audit-ready.
Published August 20, 2026
Scope first
Decide what you are allowed to copy before starting the archive.
Copy second
Use a destination that will remain available after access changes.
Verify last
Keep a report that names the files copied, converted, skipped, or failed.
Quick answer
Read the named exception list, identify the cause for each failed or skipped file, fix the underlying issue, and rerun the same archive. Safe Archive skips files already recorded as complete, so a retry does not require starting a large copy from zero.
1. Read the exception list before guessing
Open the HTML report and find the failed and skipped items. Each row gives you a concrete file or folder path to investigate. Keep the original report until the retry is complete so the exception history is not lost.
Do not treat a partial run as a clean backup just because the destination opens. A readable destination can still be missing the files that matter most.
2. Find the cause of each failed file
Check the path, source permissions, destination permissions, network connection, available space, and whether another process has the file open. The right correction depends on the file and destination named in the report.
- Reconnect a dropped local or NAS path.
- Give the archive account the required read or write permission.
- Close a process that is holding a file open.
- Resolve destination space or path limitations before retrying.
Record the correction in the exception note. This helps the next reviewer understand why the first attempt was partial.
3. Retry the same archive
Run the same Safe Archive job again after correcting the problem. The journal records completed work, so files already marked done are skipped and unfinished files are retried.
- Use the same source and destination paths.
- Keep the same archive scope unless the owner approves a change.
- Wait for the new report and final status.
- Compare the new exception list with the original one.
If the exception remains, keep it visible and escalate it to the source or destination owner. Do not hide a failed file by manually renaming the destination folder or changing the expected scope after the fact.
Make the archive reviewable
FolderManifest copies the folder locally or to a supported destination, then creates a report with the files that arrived and the files that need attention.
4. Close the exception explicitly
The archive is ready for signoff when the expected exception list is empty or every remaining item has been accepted by the archive owner with a documented reason. Keep the final HTML and CSV reports beside the archive.
A partial archive can be useful as an intermediate result, but it should be labeled that way until the review and retry decision is complete.
Frequently asked questions
What does a partial archive mean?
A partial archive means the run completed with one or more files that could not be copied. Safe Archive names those files in the report so they can be reviewed and retried.
Do I need to restart a large archive after one file fails?
No. Run the same archive again after fixing the problem. Files already recorded as complete are skipped, so the retry focuses on unfinished work.
What can cause a file to fail during an archive?
Common causes include a dropped network path, a locked file, a path or destination limitation, or missing permission for the account running the job. The report gives you the file to investigate.
When can I call the archive complete?
After the retry, review the updated report and confirm that the expected exceptions are resolved or explicitly accepted by the archive owner. Do not use the exit message alone as signoff.