Overview
This article is to inform you about the methods needed to perform a successful and complete backup of dental software programs, or any software that utilizes an active database back-end that is not Microsoft SQL.
The best practice is to generate a backup using the software that created the data, and then capture that backup using your Backup application, in this case NovaBACKUP PC, Server, Business Essentials, or Cloud.
Additional information about NovaBACKUP can be found at https://novabackup.com/products
All information found in this article has been gathered from the respective software's resources.
After you have generated the backup using the 3rd party software, simply include the generated backup file in your file selection within NovaBACKUP.
Henry Schein Dentrix
Backing up your Dentrix data daily
You should back up the Dentrix database every day. Generally, we recommend that you perform this backup at the end of the day after all patient data has been recorded in Dentrix for that day.
[...]
Important: With the release of Dentrix G5, the Dentrix database location has been moved to <Drive Letter>:\DENTRIX\Common. After installing Dentrix, you should configure your backup software to back up this new Common folder daily. (If you are upgrading from a previous version of Dentrix, your old backup configuration will no longer be valid.)
It is important to back up all of your important computer files; however, at a minimum, it is critical that you back up your important Dentrix database files in the Common folder. Remember that any data you choose to not back up cannot be restored in the event of data loss.
To perform the daily backup
1. Back up the \Common\DBCopyForBackup folder and all files and folders within it. You can update the files in the DBCopyForBackup folder by exporting a copy of your live database either manually or automatically. Use the Dentrix Server Administration Utility to manually export a copy of your database or to schedule recurring exports to happen automatically. [...]
2. Back up the \Common\DentrixSQL folder and all files and folders within it.
3. Back up the \Common\Doc folder and all files and folders within it.
For more information on backing up Dentrix, see Backing up the Dentrix database.
Patterson Eaglesoft
- https://pattersonsupport.custhelp.com/app/answers/detail/a_id/19093/~/making-backups
- https://pattersonsupport.custhelp.com/app/answers/detail/a_id/206/~/data-backup-recommendations
Eaglesoft and Patterson Imaging - What to consider when setting up a backup system for Patterson Dental software. |
Applies to: Eaglesoft, Patterson Imaging, all versions; PattLock |
Solution:
Backups
Making a backup is one of the most important things you can do for your office. Backups are a form of insurance against fire, power outages, theft and other misfortunes. If you lose your office data for any reason, a recent backup drive will save your office staff time and money. This section provides information on what to back up, how often to back up and where to store a backup.
Both single- and multi-user backup procedures involve backing up the same files and folders: the Data folder containing - custom draw types, pattersonPM.db, pattersonPM.log, documents, audio, images, documents, indicators and metafiles.
The backup process for a multi-user involves a few more steps. Since the data on your multi-user system is located on your server machine, it is necessary to perform your daily data backups from your server machine.
Remember: This process can only occur once you have completed the shutdown procedures.
Making Backups - Eaglesoft
The log file in the program directory is auto-archived when necessary. The archived file is renamed to reflect the date of archiving and appear in the data directory as such:
- 9-12-2002.log
It is important that ALL pertinent data is backed up including these archived files.
If you are using Clinical along with Practice Management, there are six subdirectories that should be backed up along with the aforementioned files. Starting with Version 15, the files are located in C:\Eaglesoft\Data \<date> (seen in the example). Earlier installations are located in the following path: c:\Eaglesoft… or C:\Program Files\Eaglesoft… If you are having problems making backups, verify that your path is set up correctly.
The default paths are:
- C:\Eaglesoft\Data\Audio
- C:\Eaglesoft\Data\Images
- C:\Eaglesoft\Data\Metafile
- C:\Eaglesoft\Data\Customdraw types
- C:\Eaglesoft\Data\Documents
- C:\Eaglesoft\Data\Indicators
- C:\Eaglesoft\Data\Data2*
*NOTE: This path is for offices that have purchased the Dual Database module.
* IMPORTANT NOTE * The Patterson database engine must be shut down before a successful backup can be performed. Failure to shut down the Patterson Software server will result in important database files not being backed up! |
Making Backups - Patterson Imaging
There are subdirectories that should be backed up along with the aforementioned files. Starting with Version 15, the files are located in C:\PattersonImaging\Data\<date> (seen in the example). Earlier installations are located in the following path: C:\Program Files\Patterson Imaging… If you are having problems making backups, verify that your path is set up correctly.
The default paths are:
- C:\PattersonImaging\Data\Image
- C:\PattersonImaging\Data\Documents
* IMPORTANT NOTE * The Patterson database engine must be shut down before a successful backup can be performed. Failure to shut down the Patterson Software server will result in important database files not being backed up! |
When to Make Backups
It is the office's responsibility to make backups consistently. The more backups your office makes, the more your data is protected and insured against catastrophe.
We recommend the following for backup frequency:
- Daily backup - a separate disk or drive should be used for each day the office is open and rotated weekly.
- Monthly backups.
- Yearly backups.
Note: A separate drive or disk should be used for each type of backup.
Auto Backup
This feature enables Patterson software to automatically create local backups of the database at startup. This should be used as a fail-safe backup and not relied upon as your sole means of backing up data. This can be set up through Technical Reference. The backups will consist of a zip file containing the pattersonPM.db and pattersonPM.log files at the time of the execution.
Select Start | Programs | Eaglesoft or Patterson Imaging (depending on the software) | Technical Reference. From here, select the Database Setup button. Select the Auto Backup button.
To use the Auto Backup, select the checkbox Use Auto Backup. Enter the number of days between Server startup that you wish to perform an automatic backup. Enter the highest number of backup files you wish to keep at any given time.
Use the button to browse to the auto backup folder if this hasn't been done before.
Note: This system should not be relied upon as the sole means for data backup. Patterson recommends using an additional process as your primary data backup.
* IMPORTANT * This option will not replace your daily, monthly or annual backup. Auto Backup will not:
Auto Backup is a system tool and not a replacement for external backup media. |
More Tips on Your Backups
Where to Store Backups
It is a good idea to store your backups in a safe, fire/waterproof location, such as a safe deposit box. More importantly, keep your backups at an off-site location.
Make Sure you are Making a Correct Backup
To verify that you are making the backup correctly, restore it at least once a month.
Opendental software
Backing up patient data is critical, as well as a requirement for HIPAA compliance. You should establish a regular backup and recovery plan. This will ensure that patient data is protected, even if there is accidental data loss, database corruption, hardware failures, theft, or other disasters (floods, fires, etc).
Backups should be frequent, stored securely, and tested regularly to ensure quality. We suggest backing up data to a high quality encrypted USB flash drive, using an online backup service, or both. Then verify the quality by restoring backups to your home computer or another location.
There are several backup options to consider when making a backup plan.
What to Back Up
- \\SERVER\mysql\data\: The database that stores patient data.
- \\SERVER\OpenDentImages\: The A to Z Folders that store files you scan or import. See Paths.
- Other office documents unrelated to Open Dental.
Frequency
At minimum, backups should be made daily. If you at least have good daily backups, then the worst-case scenario is having to re-enter one day of data. Incremental backups throughout the day would be a little bit better, if you have that ability. Backing up while the database is in use is possible, but only with certain software, and it can get complicated.
Encryption
Backed-up data should be encrypted so that patient data remains secure, for example in cases of theft or loss. See Encryption of Data at Rest and in Transit.
- Encrypted USB drives: We recommend purchasing a few and rotating them. An example is http://www.ironkey.com.
- Hardware Encrypted Drives (Recommended), such as those offered by Apricorn (https://www.apricorn.com/). Data is encrypted by a dedicated processor located on the encrypted drive instead of using the computer's processor. Hardware encryption devices run independently of the operating system and any additional software. Data is protected from unauthorized access by pin numbers.
- Software Encryption, such as BitLocker Encryption. This will entail encrypting the data first, then backing it up. Software encryption uses the computer's resources to encrypt data. Software must be updated, or reinstalled if you change operating systems.
RAID is not a backup solution and should not be relied on for backups or disaster recovery plans.
Archives
You also need to keep old copies of some of your backups. You can make separate monthly backups to a different flash drive. When it fills up, put it in storage, and get another one. If you are using imaging, then manually backup the C:\OpenDentImages folder to CDs, DVDs, or removable hard drives.
A good use of archiving would be to use a file versioning systems which allow you to go back to a specific date and time and restore files that might have been accidentally deleted or modified. These programs can typically backup to multiple locations safely and securely.
MySQL Service: Automated stopping and starting of the MySQL service is not important because backups can safely be done without stopping the MySQL service. You would never restore directly to the live database location, so the backup service is not involved with the actual final move of the restored data to the live location. All of the backup services are good at copying locked files. In the rare case that a locked file causes a failure, it should only affect that one file and should not be a major problem. When restoring a database using the data provided by your backup service, follow these general steps.
- Restore to a new location (like C:\restored files\ or to another machine), not to your live database on your server.
- Stop the MySQL Service.
- Make a manual local backup of your current database (if there is one still there).
- Delete the current database.
- Place the restored database in the location where your live data was.
- Turn back on the MySQL service