Backing Up Your Data 7 T ips Tips You ve Got to Know Steve McEvoy

Transcription

1 Backing Up Your Data 7 Tips You ve Got to Know Steve McEvoy March 4 th, 2011

2 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 don t need to take notes

3 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

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

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

6 Do You Backup. Dolphin Image Files Dolphin Management Files Dolphin Letter Templates Dolphin SQL Database Dolphin Safe Backups Dolphin INI file(s) Dolphin Custom Tracing Files Dolphin Imaging Logo File

7 Topics for the Day Dolphin Data to Backup How to Backup Cloud Cool Stuff

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

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

10 Dolphin.ini File

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

12 Stub Dolphin INI File Just a Pointer Located in C:\Windows\Dolphin.ini

13 Don t Forget Letters DLS.ini points the way to your Letter Templates Located in C:\Windows\DLS.ini

14 Don t Forget Letters

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

16 Now what?

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

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

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

20 Working Folder Contents Aquarium Licensing Letters

21 Data Folder Contents Documents DUS More.

22 Dolphin SafeBackups Dolphin makes backups of your Database 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

23 Dolphin SafeBackups

24 Controlling SafeBackups Verify whether you have Skip EOD Backups checked. If you want SafeBackups, then make sure it s NOTchecked 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

25 Controlling SafeBackups

26 What about the INI s? Backing up the Working folder gets Most of your Dolphin data, but what about the INI s Dolphin.iniini DLS.ini How to we get these?

27 Backing up the other bits We usually implement a backup script A set of copy commands acting together Runs from the Server Automatically ti on weekend (PC s on?) Collects the INI s from each PC Saves them into a central location The normal backup then gets them

28 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

29 Process Backup Scripting 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 Probably not a DIY Project

30 Backup Scripting

31 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 Two files define it CstAnalysis.bin CstLateralMS.bin They don t change very often Usually only found where tracings are Usually only found where tracings are done or reviewed

32 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$\Dolphin\CstAnalysis.bin \\Server\Data\Dolphin\INI Backups\RecordsPCCstAnalysis.bin Xcopy \\RecordsPC\C$\Windows\CstLateralMS.bin \\Server\Data\Dolphin\INI Backups\RecordsPCCstLateralMS.bin

33 Custom Logo

34 Custom Logo Logo file incorporated into Page Layouts Could be located anywhere Often its on the local hard drive somewhere They don t change very often Save it properly to the Server (where it will be backed up routinely) \\Server\Data\Dolphin\Logo s\practicelogo.jpg Correct your Page Layouts to reference it from this central location

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

36 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?

37 Disaster Recovery What would the plan be if your PC wasn t just sick, but dead? Critical systems that are hard to restore: Digital X-ray PC Highly configured workstation ti Server How long to fully recover it? How would you do it?

38 How do you backup?

39 How do you backup? You have a backup right? It has all of your data right? You are sure it worked last night right? The backups are useable right? You take a backup offsite right?

40 What to Backup? Traditional approaches backup things on the computers, like files. Youhavetochoosewhichthingsto things backup. You can choose everything. What about: Data and settings that are on other systems Desktops, My Documents, local configurations All the configuration of the Server or PC that doesn t existing in a file?

41 Image Backup Makes a duplicate of the computers hard drive. Includes: Windows Applications Customizations Data that is stored on the drive Everything, it s a complete and exact copy Sometimes called a Cloning tool

42 Image Backup Requires: A Backup Application (<$85) such as: Acronis True Image ( com) Norton Ghost ( Aplacetoputit put Portable USB hard drive (<$100) Western Digital Passport Elite Seagate FreeAgent GoFlex Pro Network Share (free?)

43 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 it s getting g done and is reliable Make sure people are aware that the solution is in place

44 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 Select the backup file Click Go (and pray) Reboot when complete, and you are back in business.

45 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

46 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 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

47 The Records 10-Step 1. Take Pictures 2. Shut off camera 3. Open camera door, remove card 4. Walk to PC with card reader 5. Insert card 6. Open software, capture images 7. Remove card 8. Walk back to camera 9. Insert card, close door 10.Turn on camera

48 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

49 The Records 2-Step 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.

50 Wi-Pics Recent AJO-DO Techno Bytes Article Recent AJO DO Techno Bytes Article WiPics: Wireless and beyond American Journal of Orthodontics and Dentofacial Orthopedics, Volume 137, Issue 1, Pages A. Revankar, N. Gandedkar, S. Ganeshkar

51 Eye-Fi Card SD card that has a built-inin Wi-Fi connection

52 Supports most any * SD Camera

53 How does it work?

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

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

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

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

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

59 Microsoft SQL Server Dolphin runs on Microsoft SQL Server* Database Software Alive on your Server Needs special attention ti to backup Imaging and Management SafeBackups might not be enough You should have your own plan in place

60 Microsoft SQL Server Comes in various editions Express Edition Free! Good for everything Dolphin except* Management Workgroup Edition Not Free Able to use more resources on Server (faster)

61 SQL Management Studio Used to control your SQL Software Software tool that comes with SQL Server Add or Remove Databases Perform Manual Backups Schedule Automatic Backups Cannot do this in Express Edition Demo

62 SQL Best Practices Schedule your own SQL Backups Multiple backups during the day lessen the potential amount of data loss Weekdays Noon Weekdays Evenings Backup to a location that is in turn backed up Let support know they exist!

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

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

65 In-House Server Server Files/Images Backups Databases Office Network Firewall

66 Off-Site Computing Off Site Server a.k.a. Hosted Computing Office Network Firewall

67 Cloud Computing Your Data Your Applications Firewall Office Network

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

69 Cloud Challenges Are you ready to have your Practice rely on your Internet connection? What about peripherals like scanners and x-ray? What about other apps you might run that aren t Cloud based? (Do you need a server for them?) Is the Internet fast enough to deliver this promise?

70 How close are we? Some Cloud like Ortho apps are out now First complete options will appear in the next 2 yrs Big players will begin to adopt, but the transition will likely l be across 5+ yrs New companies will dive in head first Established companies will likely have Hybrid solutions along the way

71 Dropbox Online Storage Folder Add-on to Windows Mac istuff (ipad, iphone, itouch) Android (Droid, etc) Accessible from the Website You are always near your files, even without your device

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

73 Dropbox Laptop Home PC Web Browser Internet t Office PC iphone, ipad, Android Data File

74 Dropbox Costs 2GB Account is Free! Enough for most peoples needs Pro 50 Account 50GB $10 per month, or $100 per year

75 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 Requires a Server at both ends Remote office server can be minimal

76 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 Sync s only the Bytes of information that t have changed in a document No user interaction needed once setup

77 Microsoft DFS Inter-Office Link Main Office Server Remote Office Server Office PC Data File

78 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 to assume they are released Internet Backups must be encrypted Most applications have encryption options

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

80 Test your Backup Just because a backup ran doesn t mean 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? Test restore a portion of your most valuable data to an alternate location. If you can t be bothered, pay someone to do it. Consider it an insurance cost.

81 Internet Backup Server Databases Files/Images Tape Drive External Hard Drive Internet Porta able Hard Drive Portable Offsite Backups Internet Backup Provider

82 Features Server External Hard Drive Databases Cheap (<$120) Fast (USB) orvery Fast (esata) (~10 mins) Files/Images 40GB 500MB of Today s Data Cheap? ($50+ /mo) Tape Drive Porta able Hard Drive Not Cheap (>$500) Usually Slow (~163 mins) Cheap (<$100) Fast (USB) (~23 mins) Very Slow (~113 hrs) Internet (~85 mins for today only) Internet Backup Provider

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

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

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

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

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

88 Hybrid Backup Server Databases Files/Images External Hard Drive Tape Drive Internet Porta able Hard Drive Internet Backup Provider Barracuda Backup Server

89 Internet Backup Great Deals for Home users Mozy.com and Carbonite.com $5/mo for unlimited it storage i-drive.com Family Plan 5 PCs or Macs $150 per year for up to 500GB total storage

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

91 OakTree Storage Internet Backup Specialized for Dolphin Users Help setting up backup Unlimited Retention of Dolphin Images Active Monitoring Disaster Recovery Service

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

93 Steve s 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!

94 Thank You! Presentation Online at t See you at the AAO in Chicago!