Backing Up Your Dolphin Data - 7 Tips You`ve
Transcription
Backing Up Your Dolphin Data - 7 Tips You`ve
Backing Up Your Data 7 Tips You’ve 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 don’t 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 y you know? Question: Are you 100% certain you have ALL your data Do You Backup …. • • • • • • • • Dolphin Dolphin D l hi Dolphin Dolphin Dolphin Dolphin Dolphin D l hi Dolphin Image Files Management Files Letter L tt T Templates l t SQL Database Safe Backups INI file(s) Custom Tracing Files Imaging I i Logo L File Fil Topics for the Day Dolphin Data to Backup How to Backup Cloud Cool Stuff Cool Stuff INI Files • Configuration files that control the p software customization of Dolphin • You have several of them on every PC – Dolphin.ini – DLS.ini DLS i i Dolphin.ini File • Used to be located in C:\Windows folder • What h was One O is i now Two – Windows Vista and 7 security changes have prompted d the h change h – ‘Main’ Dolphin.ini will be found in C:\Dolphin f ld folder – ‘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’tt Forget Letters Don • DLS.ini points the way to your Letter Templates p • Located in C:\Windows\DLS.ini Don’tt Forget Letters Don Now what? Use the Dolphin.ini and DLS.ini to know where yyour Data is Roadmap to: • The ‘Working’ folder • The ‘Letters’ Template folder p has the SQL Q ‘Database’ • What computer Now what? Working Folder • Most all of your Dolphin Imaging, Letters, g and Aquarium q Data is Management conveniently located in this one place. What’ss in Working? What Image Files Photos X-Rays X Rays, anything captured • Photos, • ‘I’ files are your rotated and cropped finals • ‘V’ files fil are your original i i l uploaded l d d versions i • V files can provide you a level of backup – Revert to Original – Demo Time! V File Backup Tips If not having them isn isn’tt a crisis crisis, consider: • Reduce Backup Times by Excluding the V files (exclude * *.v??) v??) • If you will never use ‘revert’, save the space and d sett D Dolphin l hi to t nott make k the th V 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 p makes backups p of your y 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 Dolphin SafeBackups Controlling SafeBackups • Verify whether you have Skip EOD Backups checked. If you want SafeBackups, then make sure it it’ss NOT checked checked. • SafeBackups add time to the EOD process • SafeBackups take up space, so consider impact on other backups • Verify they are being created – Changed g SQL Q sa p password could be culprit p Controlling SafeBackups What about the INI INI’s? s? Backing up the Working folder gets Most of yyour Dolphin p data,, but what about the INI’s 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 • Automatically A t ti ll on weekend k d (PC’s (PC’ on?) ?) • Collects the INI’s 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 • Verifyy that it works the first few times • 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, 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 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 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 Review so far We’re agreed that it would be good practice p to backup: • The Working Folder • The Dolphin.ini Dolphin ini and DLS.ini DLS ini files • 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 H How can we protect allll off this? hi ? Disaster Recovery • What would the plan be if your PC wasn wasn’tt just sick, but dead? • Critical systems that are hard to restore: – Digital X-ray PC – Highly Hi hl configured fi d workstation k t ti – Server • How long to fully recover it? • How would yyou do it? How do you backup? How do you backup? • • • • • You have a backup right? It has h allll off your d 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’ things on the computers, like files. • You have to choose which things to backup. You can choose ‘everything’. • What Wh t about: b t – Data and settings that are on other systems • Desktops, My Documents, local configurations – All the configuration of the Server or PC that d doesn’t ’t existing i ti iin a file? fil ? Image Backup Makes M k a duplicate d li t off the th computers t hard h d drive. Includes: – Windows – Applications – Customizations – Data that is stored on the drive – Everything, it’s a complete and exact copy g tool Sometimes called a ‘Cloning’ 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 it’s g getting g done and is reliable – 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, 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 The Records 10-Step 10 Step 1. Take Pictures 2. Shut off camera 3 Open camera door 3. door, remove card 4. Walk to PC with card reader 5 Insert card 5. 6. Open software, capture images 7 Remove card 7. 8. Walk back to camera 9 Insert 9. I t card, d close l d door 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. Take Pictures 1 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 AJO DO Techno Bytes Article WiPics: Wireless and beyond American Journal of Orthodontics and Dentofacial Orthopedics, Volume 137, Issue 1, Pages 147‐149 A. Revankar, N. Gandedkar, S. Ganeshkar Eye-Fi Eye Fi Card SD card that has a built built-in in Wi Wi-Fi Fi connection Supports most * any SD Camera How does it work? Costs • A normal 4GB SD card < $20 • Eye-Fi has several models: d l iis mostt b i and d does d –C Connectt X2 model basic, everything that an Ortho Practice would need for $49 $49. Online only at www.eye.fi www eye fi – Best Buy has several models in store Setup 1 Install the receiving application on the 1. capture PC where your card reader is 2 Set the card to save images to a folder 2. on your network 3 Adjust 3. Adj t your imaging i i software ft to t look l k to t the network folder for new images to capture t Caveats • Your camera must be supported • Your camera must be ON to transfer • You Y need d to t h have a Wi Wi-Fi Fi setup t att your practice What if it doesn’t doesn t work? • It’s It s still a 4GB memory card card, so you can do the old 10 step process. • If you can wait, wait it will store the images on the 4GB card until the Wi-Fi comes back online online, and will catch up then then. Review so far We’re agreed that it would be good practice p to backup: • The Working Folder • The Dolphin.ini Dolphin ini and DLS.ini DLS ini files • 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 • Needs N d special i l attention tt ti tto b backup k • Imaging and Management SafeBackups might not be enough plan in place p • You should have yyour own p Microsoft SQL Server Comes in various editions • Express Edition – Free! – Good for everything Dolphin except* Management • Workgroup Edition – Not Free – Able Abl to t use more resources on Server S (faster) SQL Management Studio Used to control your SQL Software • Software tool that comes with SQL Server • Add or Remove Databases • Perform P f M Manuall B Backups 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 – Weekdays W kd Evenings E i • Backup to a location that is in turn backed up pp know theyy exist! • Let support Review so far We’re agreed that it would be good practice p to backup: • The Working Folder • The Dolphin.ini Dolphin ini and DLS.ini DLS ini files • The Custom Analysis Files • The Logo used in Page Layouts Q Database • SQL Cloud Computing • • • • What is it? Concept is new and not well understood B Buzz word d Name some Cloud ‘like’ Services – Sesame and Televox patient communications – Ortho2 Edge g – Internet Backup – Google g Apps pp – …anything that the service is Internet based? In-House Server Server Databases Backups Office Network Firewall Files/Images Off-Site Computing Off‐Site SServer a.k.a. k Hosted Computing Office Network Firewall Cloud Computing Your Data Your Data Your Applications Office Network Firewall Cloud Advantages • No in-house in house Server (?) – Saves $$$ • No in-house Backup (?) – Gets done right • Satellite S t llit offices ffi h have th the same performance as the main offices • If it was a browser based applications, it could run on anything – PC, Mac, iPad, smart phone…. g remotelyy from home or while • Working 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? • What Wh t about b t other th apps you might i ht run that aren’t 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’ like Ortho apps are out now • First complete options will appear in the next 2 yrs • Big players will begin to adopt, but the t transition iti will ill likely lik l be b across 5+ 5 yrs • New companies will dive in head first • Established companies will likely have y solutions along g the wayy Hybrid Dropbox • Online Storage Folder • Add-on to – Windows Wi d – Mac – iStuff ff (iPad, ( d iPhone, h iTouch) 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 • Acting A ti a bit like lik an Internet I t t Backup B k – Each of your devices has a copy too! Dropbox Laptop H Home PC I t Internet 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, month or $100 per year 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 d 2008 • 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 – Sync’s S ’ only l the th Bytes B t off information i f ti that th t have changed in a document • No user se inte interaction action needed once set setup p 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 drive, you have 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! • Most M t applications li ti have h this thi feature f t • Notify if it Works for peace of mind • Notify if it Doesn’t Work to get it fixed it’ss really messed • No notifications means it up Test your Backup • Just because a backup ran doesn doesn’tt 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 illi to t lose? l ? • Test restore a portion of your most valuable data to an alternate location. p y someone to • If yyou can’t be bothered,, pay do it. Consider it an insurance cost. Internet Backup Server Files/Images Portaable Hard D Drive Tape Drive External Hard Drive Databases Internet Portable Offsite Backups p Internet Backup Provider Features Server External Hard Drive Databases Cheap (<$120) Files/Images 40GB 500MB of Today’s Data Fast (USB) or Very Fast (eSATA) Fast (USB) or Very Fast (eSATA) Cheap? Cheap? ($50+ /mo) Tape Drive (~10 mins) Not Cheap (>$500) Very Slow Very Slow Usually Slow Portaable Hard D Drive (~163 mins) Cheap (<$100) $ Fast (USB) (~23 mins) Internet (~113 hrs) (~85 mins for today only) Internet Backup Provider 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.e. i 6Mbps 6Mb down, d 1Mbps 1Mb up – 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 g out 80GB of data on the first days….. Bandwidth Utilization Sending g out 80GB of data on the first days….. Bandwidth Utilization Configured to 384kbps max during office hours Full speed @ nighttime (about 1Mbps) Daily Backups Each days y new data tends to be 6 to 8 GB of new or changed information….. Hybrid Backup Server Files/Images Tape Drive External Hard Drive Databases Internet Portaable Hard D Drive Internet Backup Provider Barracuda Backup Server Internet Backup Great Deals for Home users • Mozy.com and Carbonite.com – $5/mo $5/ ffor unlimited li it d storage 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 Mozy com $57 per mo for 100GB – Acronis.com $500 per year for 1,000GB! • That’s That s < 5 cents per GB per month! OakTree Storage Internet Backup Specialized for Dolphin Users • Help setting up backup • Unlimited Retention of Dolphin Images • Active Monitoring • Disaster Recoveryy Service • www.OakTreeStorage.com/Dolphin Internet Backup Summary Backup goes to the Internet to be stored Can supplement or replace a traditional Pl Plays th the role l off th the Off Offsite it b backup k Fee based service What will you do when you need it all back at once? • Not a solution for everyone I think • • • • • Steve’ss Choice Steve • 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! [email protected] Presentation Online at www.mmeconsulting.com/presentations lti / t ti See you at the AAO in Chicago!