Backup and Disaster Recovery Strategy

Backing up the data from your practice management and clinical software is one of the most important 'housekeeping' tasks that should be performed on a daily basis.

Most practices are aware of the need to secure their data but seldom check the integrity of the process by restoring the data to confirm that a successful backup has taken place. Computer systems are generally reliable, but for most users the need to recover from a system failure will occur at some time. It is also important that you know how to retrieve data should the need arise. With some forward planning this potential disaster can be little more than a short and inexpensive process.
  • Take a daily backup of all files that are important to the running of your practice. (i.e. clinical data files, practice management data files, document files, financial records, etc.)
  • Keep separate backup media for each day of the week.
  • Take some backups off-site but keep them readily accessible should the need arise.
  • Periodically restore a backup to a temporary location to check the integrity of the backup process and to test the ability of your staff to perform this task.

    These recommendations represent a minimum set of standards to protect you. Other considerations are:

  • A permanent weekly, fortnightly or monthly backup, burnt to a CD or DVD. This provides an historical record that could be used to restore your data or as proof of the integrity of your records.
  • If you do not have a CD burner, an increase in the number of backup cycles can provide a better coverage than the common 'once a day' backup. Refer to the Backup Cycle Example for a more secure process.

A good backup strategy is business-critical. Therefore consult with your IT specialist to ensure that your strategy is correct for your situation.

The responsibility your surgery has for protecting your data deserves due consideration and forward planning. If you have a system failure in your surgery and you are prepared for this eventuality then the downtime and costly staff hours can be avoided.