Backing Up Your Data 7 Tips Youve Got to Know

Steve McEvoy March 4th, 2011

Goals
To discuss technology in a way that might actually be useful to you in your practice Share ideas that you should be able to head home Sunday and would be able to start implementing on Monday Talk will be available to you online so you dont need to take notes

Backups Suck
Why should I bother, I have never needed it before Hard Drives Die Users Delete Files (accidentally or otherwise) Computers are replaced or upgraded

Question: Are you 100% certain your backup is working? How do you know? y

Question: Are you 100% certain you have ALL your data

Do You Backup .
Dolphin Dolphin Dolphin D l hi Dolphin Dolphin Dolphin Dolphin Dolphin D l hi Image Files Management Files Letter Templates L tt T l t SQL Database Safe Backups INI file(s) Custom Tracing Files Imaging Logo File I i L Fil

Topics for the Day

DolphinDatatoBackup HowtoBackup Cloud CoolStuff Cool Stuff

INI Files
Configuration files that control the p customization of Dolphin software You have several of them on every PC
Dolphin.ini DLS i i DLS.ini

Dolphin.ini File
Used to be located in C:\Windows folder What was One is now Two h O i
Windows Vista and 7 security changes have prompted the change d h h Main Dolphin.ini will be found in C:\Dolphin folder f ld Stub Dolphin.ini will be found in the C:\Windows folder and will have only a small subset of the information

Dolphin.ini File

Main Dolphin INI File

Main Configuration File Located in C:\Dolphin\Dolphin.ini

Stub Dolphin INI File

Just a Pointer Pointer Located in C:\Windows\Dolphin.ini

Don t Dont Forget Letters

DLS.ini points the way to your Letter Templates p Located in C:\Windows\DLS.ini

Don t Dont Forget Letters

Now what?
Use the Dolphin.ini and DLS.ini to know y where your Data is Roadmap to: The Working folder The Letters Template folder p Q What computer has the SQL Database

Now what?

Working Folder
Most all of your Dolphin Imaging, Letters, g q Management and Aquarium Data is conveniently located in this one place.

What s Whats in Working?

Image Files Photos X-Rays anything captured Photos, X Rays, I files are your rotated and cropped finals V files are your original uploaded versions fil i i l l d d i V files can provide you a level of backup
Revert to Original Demo Time!

V File Backup Tips

If not having them isn t a crisis consider: isnt crisis, Reduce Backup Times by Excluding the V files (exclude * v??) *.v??) If you will never use revert, save the space and set D l hi to not make th V d t Dolphin t t k the files at all
Dolphin INI setting [defaults] section SaveOriginals=0 (0 = off)

Working Folder Contents

Aquarium Licensing Letters

Data Folder Contents

Documents DUS More.

Dolphin SafeBackups
Dolphin makes backups of your Database p p y before critical processes work with your data DolphinPlatform.bak is a copy of your SQL Database Management Users
SafeBackups are also backups of the SQL Database performed as part of the EOD and EOM processes They keep 3 latest versions of each

Dolphin SafeBackups

Controlling SafeBackups
Verify whether you have Skip EOD Backups checked. If you want SafeBackups, then make sure it s NOT checked its checked. SafeBackups add time to the EOD process SafeBackups take up space, so consider impact on other backups Verify they are being created
Changed SQL sa password could be culprit g Q p p

Controlling SafeBackups

What about the INIs? INI s?

Backing up the Working folder gets Most of y your Dolphin data, but what about the p , INIs Dolphin ini Dolphin.ini DLS.ini How to we get these?

Backing up the other bits

We usually implement a backup script A set of copy commands acting together Runs from the Server A t Automatically on weekend (PCs on?) ti ll k d (PC ?) Collects the INIs from each PC Saves them into a central location The normal backup then gets them

Backup Script Example

Xcopy \\RecordsPC\C$\Dolphin\Dolphin.ini \\Server\Data\Dolphin\INI Backups\RecordsPCDolphin.ini Xcopy \\RecordsPC\C$\Windows\DLS.ini \\Server\Data\Dolphin\INI Backups\RecordsPCDLS.ini Xcopy \\ConsultPC\C$\Dolphin\Dolphin.ini \\Server\Data\Dolphin\INI Backups\ConsultPCDolphin.ini Xcopy \\ConsultPC\C$\Windows\DLS.ini \\Server\Data\Dolphin\INI Backups\ConsultPCDLS.ini Backups\ConsultPCDLS ini

Backup Scripting
Process Create the script file Save on Server (somewhere that is backed up) Schedule to run with Task Scheduler Give sufficient security rights to task Verify that it works the first few times y Probably not a DIY Project

Backup Scripting

Custom Tracing Analysis

If you have built a Custom Ceph Tracing Analysis, or had Dolphin support make you one, it lives in C:\Dolphin folder one Two files define it
CstAnalysis.bin CstLateralMS.bin

They dont change very often Usually only found where tracings are done or reviewed

Add to Backup Script

Xcopy \\RecordsPC\C$\Dolphin\Dolphin.ini \\Server\Data\Dolphin\INI Backups\RecordsPCDolphin.ini Xcopy \\RecordsPC\C$\Windows\DLS.ini \\Server\Data\Dolphin\INI Backups\RecordsPCDLS.ini Xcopy \\RecordsPC\C$\Dolphin\CstAnalysis.bin \\Server\Data\Dolphin\INI Backups\RecordsPCCstAnalysis.bin Backups\RecordsPCCstAnalysis bin Xcopy \\RecordsPC\C$\Windows\CstLateralMS.bin \\Server\Data\Dolphin\INI Backups\RecordsPCCstLateralMS.bin p

Custom Logo

Custom Logo
Logo file incorporated into Page Layouts Could be located anywhere
Often its on the local hard drive somewhere

They dont change very often Save it properly to the Server

(where it will

be backed up routinely) \\Server\Data\Dolphin\Logos\PracticeLogo.jpg

Correct your Page Layouts to reference it from this central location

Review so far
Were agreed that it would be good practice p to backup: The Working Folder The Dolphin.ini and DLS.ini files Dolphin ini DLS ini The Custom Analysis Files The Logo used in Page Layouts

What about Other Stuff?

Consider the intense level of customization of the entire PC Records PC Consult PC How can we protect all of this? H ll f hi ?

Disaster Recovery
What would the plan be if your PC wasn t wasnt just sick, but dead? Critical systems that are hard to restore:
Digital X-ray PC Hi hl configured workstation Highly fi d k t ti Server

How long to fully recover it? y How would you do it?

How do you backup?

How do you backup?

You have a backup right? It h all of your d has ll f data right? h You are sure it worked last night right? The backups are useable right? You take a backup offsite right?

What to Backup?
Traditional approaches backup things on things the computers, like files. You have to choose which things to backup. You can choose everything. Wh t about: What b t
Data and settings that are on other systems
Desktops, My Documents, local configurations

All the configuration of the Server or PC that doesnt existing in a file? d t i ti i fil ?

Image Backup
Makes d li t f th M k a duplicate of the computers hard t h d drive. Includes:
Windows Applications Customizations Data that is stored on the drive Everything, its a complete and exact copy g Sometimes called a Cloning tool

Image Backup
Requires:
A Backup Application (<$85) such as:
Acronis True Image (www.acronis.com) (www acronis com) Norton Ghost (www.norton.com)

A place to put it
Portable USB hard drive (<$100)
Western Digital Passport Elite Seagate FreeAgent GoFlex Pro

Network Share (free?)

Image Backup
Implement the Solution
Schedule the backup to run automatically and unattended overnight Make a recovery CD and be sure it works. Keep the CD handy. Validate the backup periodically to make sure its getting done and is reliable g g Make sure people are aware that the solution is in place p

Image Backup
Be prepared for a recovery before it happens
Who will you call for help (if needed?) Know how to use the software
Boot from the recovery CD Select Recover a Drive Select one to re-image re image Select the backup file Click Go (and pray) Reboot when complete, and you are back in business.

Image Backup Caveats

You need to restore to identical hardware
You can restore to new hardware, but requires a Universal Restore module

The more data on the drive, the longer the backup or restore will take

Image Backup for Servers

Server versions of the software are available
They can understand the complicated RAID array setups servers often have

Cost more, typically <$900 more Saves you more if you have a Disaster! Probably NOT a DIY project
Consider your databases (SQL, Exchange) Test recovery process works with your gear

The Records 10-Step 10 Step

1. Take Pictures 2. Shut off camera 3. 3 Open camera door remove card door, 4. Walk to PC with card reader 5. 5 Insert card 6. Open software, capture images 7. 7 Remove card 8. Walk back to camera 9. Insert card, close door 9 I t d l d 10.Turn on camera

What if?
What if you could just take the picture with the camera and have it magically fly over and land on the Server? Saves: Time (and therefore $$) Wear and tear on the camera, card and reader

The Records 2-Step 2 Step

1. 1 Take Pictures 2. Whenever you like, anyone at any PC can open the software and capture images. Photos can continue to be taken while this is going on. on

Wi Pics Wi-Pics
Recent AJO-DO Techno Bytes Article AJO DO
WiPics:Wirelessandbeyond AmericanJournalofOrthodonticsandDentofacial Orthopedics,Volume137,Issue1,Pages147149 A.Revankar,N.Gandedkar,S.Ganeshkar

Eye Fi Eye-Fi Card

SD card that has a built in Wi Fi connection built-in Wi-Fi

Supports most

* any

SD Camera

How does it work?

Costs
A normal 4GB SD card < $20 Eye-Fi has several models:
t d l is t basic, d does C Connect X2 model i most b i and d everything that an Ortho Practice would need for $49 Online only at www.eye.fi $49. www eye fi Best Buy has several models in store

Setup
1. 1 Install the receiving application on the capture PC where your card reader is 2. 2 Set the card to save images to a folder on your network 3. Adjust 3 Adj t your imaging software to look to i i ft t l kt the network folder for new images to capture t

Caveats
Your camera must be supported Your camera must be ON to transfer Y need to h You d t have a Wi-Fi setup at your Wi Fi t t practice

What if it doesnt work? doesn t

Its still a 4GB memory card so you can It s card, do the old 10 step process. If you can wait, it will store the images wait on the 4GB card until the Wi-Fi comes back online and will catch up then. online, then

Review so far
Were agreed that it would be good practice p to backup: The Working Folder The Dolphin.ini and DLS.ini files Dolphin ini DLS ini The Custom Analysis Files The Logo used in Page Layouts What about the Database?

Microsoft SQL Server

Dolphin runs on Microsoft SQL Server* Database Software Alive on your Server N d special attention t b k Needs i l tt ti to backup Imaging and Management SafeBackups might not be enough y plan in place p You should have your own p

Microsoft SQL Server

Comes in various editions Express Edition
Free! Good for everything Dolphin except* Management

Workgroup Edition
Not Free Abl to use more resources on Server Able t S (faster)

SQL Management Studio

Used to control your SQL Software Software tool that comes with SQL Server Add or Remove Databases P f Perform M Manual Backups lB k Schedule Automatic Backups
Cannot do this in Express Edition

Demo o

SQL Best Practices

Schedule your own SQL Backups Multiple backups during the day lessen the potential amount of data loss
Weekdays Noon W kd Weekdays Evenings E i

Backup to a location that is in turn backed up Let support know they exist! pp y

Review so far
Were agreed that it would be good practice p to backup: The Working Folder The Dolphin.ini and DLS.ini files Dolphin ini DLS ini The Custom Analysis Files The Logo used in Page Layouts Q SQL Database

Cloud Computing
What is it? Concept is new and not well understood Buzz word B d Name some Cloud like Services
Sesame and Televox patient communications Ortho2 Edge g Internet Backup Google Apps g pp anything that the service is Internet based?

In-House Server
Server Files/Images

Backups
Office Network Firewall

Databases

Off-Site Computing
OffSite S Server a.k.a. k HostedComputing

Office Network Firewall

Cloud Computing
YourData Your Data

YourApplications

Office Network Firewall

Cloud Advantages
No in-house Server (?) Saves $$$ in house No in-house Backup (?) Gets done right S t llit offices h Satellite ffi have th same the performance as the main offices If it was a browser based applications, it could run on anything PC, Mac, iPad, smart phone. g y Working remotely from home or while travelling would be that same as at work

Cloud Challenges
Are you ready to have your Practice rely on your Internet connection? What about peripherals like scanners and x-ray? Wh t about other apps you might run What b t th i ht that arent Cloud based?
(Do you need a server for them?)

Is the Internet fast enough to deliver this promise?

How close are we?

Some Cloud like Ortho apps are out now like First complete options will appear in the next 2 yrs Big players will begin to adopt, but the transition will likely be across 5+ yrs t iti ill lik l b 5 New companies will dive in head first Established companies will likely have y g y Hybrid solutions along the way

Dropbox
Online Storage Folder Add-on to
Wi d Windows Mac iStuff ( d iPhone, iTouch) ff (iPad, h h) Android (Droid, etc)

Accessible from the Website

You are always near your files, even without your device

Dropbox
Great way to shuffle data between diverse platforms Great way to sync files between multiple devices A ti a bit like an Internet Backup Acting lik I t tB k
Each of your devices has a copy too!

Dropbox
Laptop H Home PC

Internet I t t
Web Browser Office PC iPhone, iPad, Android

Data File

Dropbox
Costs 2GB Account is Free!
Enough for most peoples needs

Pro 50 Account
50GB $10 per month, or $100 per year month www.Dropbox.com www Dropbox com

Microsoft DFS
Great tool for Multiple Office Networks Similar to DropBox, but doing it in-house on your own gear Included as part of Microsoft Server 2003 and 2008 d Requires a Server at both ends
Remote office server can be minimal

Microsoft DFS
Allows you to tailor the amount of Interoffice Bandwidth used
Small amount during day allows for best performance Wide open at night to catch up if needed

Intelligent Synchronization
S Syncs only the Bytes of i f l th B t f information th t ti that have changed in a document

No user inte action needed once set p se interaction setup

Microsoft DFS

Inter-Office Inter Office Link Main Office Server Remote Office Server

Office PC

Data File

Offsite Backups
Protection from Fire/Theft/Flood Need to be encrypted to meet the needs of HIPPA
If you lose the backup drive, and there are patient files just loose on the drive you have drive, to assume they are released

Internet Backups must be encrypted Most applications have encryption options

Daily Notification
Regardless of the backup process or application you use, configure it to email you each time it runs if it worked on not Read the emails, they are not spam! M t applications have this feature Most li ti h thi f t Notify if it Works for peace of mind Notify if it Doesnt Work to get it fixed its No notifications means it s really messed up

Test your Backup

Just because a backup ran doesnt mean doesn t the data you need can be recovered Actively verify the data can be restored Monthly or more often. How much data are you willing to lose? illi t l ? Test restore a portion of your most valuable data to an alternate location. y ,p y If you cant be bothered, pay someone to do it. Consider it an insurance cost.

Internet Backup
Server

Databases External HardDrive

Files/Images

Tape Drive

Internet
Portable Offsite Backups p
Internet Backup Provider

Porta able HardD Drive

Features
Server

Databases External HardDrive Cheap(<$120) Fast(USB)orVeryFast(eSATA) Fast (USB) or Very Fast (eSATA)

Files/Images

40GB 500MBofTodaysData
Cheap? Cheap? ($50+/mo)

(~10mins)
UsuallySlow

Tape Drive

NotCheap(>$500) VerySlow Very Slow

Internet
Internet Backup Provider

(~163mins)
Porta able HardD Drive $ Cheap(<$100) Fast(USB)

(~113hrs) (~85mins fortodayonly)

(~23mins)

Internet Backup Speed

But I have a fast Internet connection connection, why would it take so long? Upload speed is what matters. matters
Most connections are Asymmetrical i 6Mbps down, 1Mbps up i.e. 6Mb d 1Mb Test at www.speedtest.net
Internet = 1 Mbps b Tape Drive = 42 Mbps USB Drive = 480 Mbps eSATA Drive = 1.5 Gbps or 1,500 Mbps

Initial Synchronization
Sending out 80GB of data on the first g days..

Bandwidth Utilization
Sending out 80GB of data on the first g days..

Bandwidth Utilization
Configured to 384kbps max during office hours Full speed @ nighttime (about 1Mbps)

Daily Backups
Each days new data tends to be 6 to 8 y GB of new or changed information..

Hybrid Backup
Server

Databases External HardDrive

Files/Images

Tape Drive

Internet
Internet Backup Provider BarracudaBackupServer

Porta able HardD Drive

Internet Backup
Great Deals for Home users Mozy.com and Carbonite.com
$5/ $5/mo f unlimited storage for li it d t

i-Drive.com
Family Plan 5 PCs or Macs $150 per year for up to 500GB total storage

Internet Backup
Business users pay per GB
Barracuda.com $50 per mo for <100GB
Requires a Barracuda Backup Server ($800+)

Carbonite.com $50 per mo for 50-100GB Mozy com $57 per mo for 100GB Mozy.com Acronis.com $500 per year for 1,000GB!
Thats < 5 cents per GB per month! That s

OakTree Storage
Internet Backup Specialized for Dolphin Users Help setting up backup Unlimited Retention of Dolphin Images Active Monitoring Disaster Recovery Service y www.OakTreeStorage.com/Dolphin

Internet Backup Summary

Backup goes to the Internet to be stored Can supplement or replace a traditional Plays th role of the Offsite backup Pl the l f th Off it b k Fee based service What will you do when you need it all back at once? Not a solution for everyone I think

Steve s Steves Choice

One Large 2TB drive connected by eSATA Five Portable 500GB USB drives as Offsite Or Internet Backup Solution if appropriate Acronis Backup & Recovery Server Software
Full Backups only, no incrementals

Acronis Workstation on Key PCs

Backed up Monthly

Monitor and Test them routinely!

Thank You!
steve@mmeconsulting.com Presentation Online at
www.mmeconsulting.com/presentations lti / t ti

See you at the AAO in Chicago!