Policy Title: Data Systems Back-Up. Date Issued:

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1 Policy Title: Data Systems Back-Up Date Issued: September 1, 2007; Revised April 1, 2009; Revised June 22, 2010 Responsible Dept: Executive; Administration; I.T. POLICY Within the infrastructure of the Southwest Behavioral Health Center (SBHC), there are a number of repositories of data, ranging from that residing on individual employee s computers to Center-wide database systems. While all data is to be considered important, some of the data is critically important to the continuity of the Center s mission. Different procedures, therefore, must be employed for backing up the data depending on its criticality. General Backup Descriptions PROCEDURES 1. The most important data is that which comprises the Electronic Health Record system used by the Center in concert with other behavioral health centers in the consortium of users. This data is comprised of client records and is critically important. While the Center maintains overall responsibility of providing for the integrity and safety of that data set, by contract the agency delegates back-up and data protection responsibilities to the HDS Consortium contractor. By contract, they must demonstrate to SBHC that they maintain policies and procedures that safeguard and protect the Electronic Health Record and data. As verification, these HDS policies will be attached to this policy at Appendix The most important and critical data that is housed locally is the data that is in the R- Drive database client data, case notes, and relevant information. This data is currently contained on a single drive in the Term-Server, located in the Center s server room. 3. In addition, the Center s accounting data is housed on the SBHC-RMServer. 4. Center data is housed on various servers as such: Term-Server Client data -- ie: The R-Drive SWCPDC Primary Domain Controller SWC-PDC2 Newer Domain Controller replacement SWC-IIS2 Intranet server web page, Center forms and backup repository SWC-RMServer Accounting data SBHC-E60 Comodo (at present time, experimenting with new Anti-Virus products to find the best available; server will be replaced or recommissioned). Sysadmin Primary Control workstation, backup controller, and backup repository Southwest Behavioral Health Center Administrative Policies Data Mgmt Page 1 of 5

2 NAS C Network Attached Storage Device backup repository LaCie5big Network Attached Storage Device additional backup repository And RaidServer Used as additional data storage point. SWC-CCMain Cedar City Domain Controller and replication server and backup repository 4XGNP01 Building Security Server TRANE2 Building HVAC Server SWHC UNIX server containing legacy data from ECHO Client Information system. (Legacy data is backed up daily to local tape drive media.) In addition, some Center workstations also contain data that is not stored on Center servers, but is maintained by individual employees of the Center. Provision for backup of these data stores is made available using available script that can be installed on each local machine as required. Current Backup Procedures and Processes At this time, there are several different methodologies employed in protecting the Center s data stores. They are, for the most part, automated procedures that do not require significant staff intervention. The following is a synopsis of the various procedures: 1. On the Term-Server, backup routines are initiated using the built-in Windows Backup program to create backup files of the client records (SRDS) in The Vault folder on the D: drive (305GB RAID 5 volume) of the Term-Server. Daily backup job runs every day at 11:00 P.M. and creates a file called Daily.bkf an incremental process that captures any file changes since the last backup. MWF backup job runs at 2:00 A.M. every Monday, Wednesday, and Friday and creates a file called MWF.bkf an incremental process that captures any file changes since the last backup. Weekly backup job runs at 12:30 A.M. every Monday and creates a file called Weekly.bkf a full backup of the client files. Monthly backup job runs at 2:00 A.M. on the first day of every month and creates a file called Monthly.bkf an incremental process that captures any file changes since the last backup. System backup runs every Sunday at 3:00 A.M. and creates a file called System.bkf a process that captures the system state of the Term-server computer. Southwest Behavioral Health Center Administrative Policies Data Mgmt Page 2 of 5

3 2. On the Sysadmin computer, a program called SyncbackSE is running that processes several scheduled backup jobs and saves data to several locations. There is some redundancy built in to the processes to protect data to multiple locations. The jobs are (in no particular order): SBHC-Files2SATA2 runs at 1:00 A.M. each day and backs up the files from Termserver\SWC Files to N:\SWC-FilesBU\ N: being the mapped drive name for the SATA2 (400GB) drive in the Sysadmin workstation. SRDS-2-SATA1 runs at 4:00 A.M. every Tuesday, Thursday and Sunday and backs up files from Term-server\SRDS to M:\Records\SRDS M: being the mapped drive name for the SATA1 (400GB) drive in the Sysadmin workstation. Records runs at 10:00 P.M. every Monday, Wednesday and Friday and backs up files from Term-server\SRDS to NAS C\SRDS\ - This being the Network Attached Storage device (1.2TB) on the network. ScoringSG runs at 9:00 A.M. every Saturday and backs up files from termserver\d$\adm\scoring to M:\Scoring on the Sysadmin workstation. BU-IIS-2NAS runs at 11:00 P.M. every Sunday and backs up SWC-IIS2\C$\INPUB\ files to NAS C\INETPUB\ these are the Center IntraNet files. Tracer runs at 4:00 P.M. every Sunday and backs up \...\Tracer Summit\ to SWC- IIS2\Tracer-BU\ these are the building climate control files. SWC-IIS2 server contains dual 500GB drives that are mirrored to help prevent data loss. Integra runs at 2:00 P.M. every Sunday and backs up \...\C$\Program Files\RBH\ to SWC-IIS2\Integra-BU\ these are the building door/security files. BU-SQL runs at 9:00 A.M. every Sunday and backs up \SWC- RMServer\...\SQLBACKUP\ to Sysadmin\m$\MIP-BU-BU\ these are the SQL backup files that are copied to the Sysadmin M: drive. SWC-Files runs at 2:00 A.M. every Friday and backs up Term-server\SWC files\ to NAS C\SWC-Files\ another repository for the SWC files. IIS2BU2CCMAINSG runs at 11:55 P.M. every Thursday and syncronizes files between SWC-IIS2\backups\ and SWC-CCMAIN\Backup\SG\ this where user s files are backed up from individual workstations generally users from the SG office. The SWC- CCMain server contains dual 500GB drives that are mirrored to help prevent data loss. CCMBU2IISBU runs at 10:00 P.M. every Thursday and synchronizes files between SWC-CCMain\Backup\ and SWC-IIS2\Backup\CC\ correlary to the previous job but Southwest Behavioral Health Center Administrative Policies Data Mgmt Page 3 of 5

4 user files are generally from users in Cedar City offices and other locations. PreventionSG runs at 9:00 P.M. every Wednesday and backs up files from Termserver\Prevention\ to NAS C\PreventionSG\ the files from the SG Prevention Services. 3. In addition to the automated backups for the various servers, provision has been made for individual Center users to backup data housed on their individual workstation to either one of the two central backup servers: SWC-IIS2 or SWC-CCMain. The batch file that installs the backup process is run on individual workstations at the request of individual users. 4. Ad-hoc backups can be configured and run at almost any time from almost any workstation within the Center. 5. As an integral part of the data security policies, are procedures to de-fragment the various drives containing primary, as well as backup, data. These routines are currently run manually as needed generally bi-weekly. 6. Additional backup procedures are constantly being evaluated to ensure data security and Operating System redundancy. Southwest Behavioral Health Center Administrative Policies Data Mgmt Page 4 of 5

5 APPENDIX 1 HDS/ITXMedia Policy Statement: Data Protection and Backup Procedures There are several methods in which data is backed up and/or protected at the HDS datacenter. All three levels of protection and backup are complimentary and ensure high levels of protection and business continuity. Level I: All data, including files, exchange mailboxes, procedures and relational data is backed up to magnetic tape. A once-weekly full backup is augmented with nightly differential backups. Backup tapes are rotated and a full backup is stored off-site for physical facility damage protection. Level II: File data is maintained on a server cluster with redundant hardware and RAID dataprotecting drive arrays. Access to data and files is maintained, even in the event of hardware failure. Server health and drive status are monitored and repaired preemptively, if necessary. Level III: Relational data, including the Electronic Health Record EMR, is mirrored in realtime to hot stand-by servers. In the event of hardware failure, the stand-by servers can be brought on-line and business resumed with virtually no data loss or system downtime. This method of data protection has drastically reduced recovery time for recovery from hardware failures and increased uptime to the high five-nines. Revised Dates Southwest Behavioral Health Center Administrative Policies Data Mgmt Page 5 of 5